In the Design Planner role, you'll be at the forefront of managing both urgent and pipeline projects, ensuring that each is meticulously planned and executed. A significant part of your responsibilities will involve creating conference assets and collaborating closely with our logistics team to determine the specific needs for upcoming summits. This includes filling out order forms, reaching out to regional vendors, obtaining price quotes, and managing the budgeting process.
During the busy events season, you'll play a key role in responding to agenda updates and handling invoicing, acting as a project manager to ensure everything runs smoothly. Production design is a crucial aspect of this role, where you'll create assets based on established templates. You'll work closely with pairing partners and internal stakeholders to ensure all materials meet our high standards and are delivered on time.
Primary Responsibilities:
* Creative Project Coordinator: Receive and prioritize inbound graphic requests, refine and educate on processes to maximize efficiency, coordinate multiple internal teams, materials and details required.
* Work autonomously on planning ahead while also juggling multiple current/urgent projects simultaneously – ensuring processes, trackers and timelines are prepared and maintained with each event cycle.
* Communicate professionally during stressful situations, resolving complex production and project issues with collaborative, positive, solution-oriented approach.
* Product Packaging: Delivering back to the business the team output in a complete and detailed bundled package.
* Consistently improve and iterate upon department projects, considering attendees creative journey onsite.
* Passionately serve internal clients, developing and maintaining strong relationships.
* Vendor Management: Contracting for best rates (with Mgr), managing relationship, processing invoices, creating, and holding accountable deliverable timelines.
* Solve for obstacles as they come up while practicing sound judgement and keeping business priorities top of mind.
* Production Design: Lead production of event graphics for Evanta’s EMEA/APAC events, with potential support of international markets.
* Format InDesign templates to be printed on a variety of sizes and uses (signs - print and digital, presentations, handouts, etc.)
* Route materials via proofing software to cross-functional stakeholders, seek out missing information, and ensure timely approvals are secured to keep multiple projects tracking towards deadlines.
* Exhibit calm under pressure with last minute changes to agenda, speakers, and sponsorships – sometimes requiring previously completed work to be redone.
* Maintain accurate file organization standards, naming conventions, and template standards.
* Navigate between a large volume of repetitive tasks with a high level of accuracy and efficiency – driving a personal sense of accomplishment in checking things off when pushing work across the finish line.
* Support Production Designers with new types of production tasks when they arise, including clearing support tickets for social cards, speaker headshots, sponsor logos, etc.
* Take feedback on work, implement changes, learn from it, and apply it in future work.
* Regularly provide input on ways to improve internal processes to increase efficiency with an eye toward company growth.
Experience:
* Minimum 1-3 + years event planning/coordination and graphics layout experience.
* Bachelors Degree preferred
* Microsoft Suite experience, Adobe Creative Suite (InDesign, Acrobat, Photoshop) basic knowledge
* Proven performance related to agility, ambiguity, learning quickly, and exceptional attention to detail
* Adapt willingly and quickly to changing priorities and responsibilities, while efficiently managing time to meet deadlines
* Willingness to be flexible to project needs
* Willingness to travel up to 10% across EMEA regions and potential internationally
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