PhoenixTeam

Event Planner

PhoenixTeam

full-time

Posted on:

Location Type: Hybrid

Location: Arlington • Virginia • United States

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Salary

💰 $100,000 - $135,000 per year

About the role

  • Lead end-to-end planning and execution for PhoenixTeam-hosted and PhoenixTeam-sponsored events nationwide.
  • Plan and execute events ranging from executive dinners and roundtables to conference activations, workshops, and large-scale education events.
  • Develop project plans, timelines, run-of-show documents, checklists, and execution plans for each event.
  • Partner with internal leadership, speakers, trainers, and external stakeholders to ensure alignment on goals, audience, format, and outcomes.
  • Manage all event logistics, including venue sourcing, contract coordination, room setup, registration flow, signage, catering, lodging coordination, transportation, shipping, setup, and breakdown.
  • Oversee participant registration and attendee communications, including confirmations, reminders, updates, and post-event follow-up.
  • Coordinate event technology requirements, including AV, Wi-Fi, microphones, presentation support, projection, lighting, and on-site troubleshooting.
  • Source, evaluate, negotiate, and manage relationships with venues, caterers, production teams, registration platforms, photographers, videographers, and other event vendors.
  • Serve as the lead operator on-site and take ownership of event execution.
  • Ensure every event reflects the PhoenixTeam brand and delivers a premium, thoughtful, and professional experience.

Requirements

  • 5+ years of experience planning and executing professional events, conferences, trainings, executive events, or branded experiences.
  • Proven ability to manage both small, high-touch executive events and larger events with hundreds of attendees.
  • Strong experience coordinating event logistics, including venue management, registration, catering, AV/IT needs, lighting, and production support.
  • Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously.
  • Excellent organizational skills and exceptional attention to detail.
  • Strong verbal and written communication skills.
  • Professional presence and ability to work effectively with C-level executives, conference organizers, and external partners.
  • Demonstrated ability to stay calm, flexible, and solutions-oriented in fast-paced environments.
  • Willingness and ability to travel nationally up to approximately 10 days per month, plus or minus.
  • Proficiency with event management tools, registration systems, Microsoft Office, Google Workspace, and project management platforms.
Benefits
  • Health insurance
  • 401(k) matching
  • Flexible working hours
  • Paid time off
  • Remote work options
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event planningevent executionproject managementlogistics coordinationvenue managementcatering managementAV/IT coordinationregistration managementproduction supportattention to detail
Soft Skills
organizational skillscommunication skillsprofessional presenceflexibilitysolutions-orientedability to manage multiple prioritiescalm under pressureinterpersonal skillsleadershipcollaboration