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Event Planner II-2013883 

EOE StatementCarnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

What We Do:

The SEI helps advance software engineering principles and practices and serves as a national resource in software engineering, computer security, and process improvement. The SEI works closely with defense and government organizations, industry, and academia to continually improve software-intensive systems. Our core purpose is to help organizations improve software engineering capabilities and develop or acquire the right software, defect free, within budget and on time, every time.

Position Summary:

This position reports to the Events & Trade Shows Team Lead and is responsible for planning and executing SEI-sponsored events, conferences, and special meetings, as well as internal meetings and social events. The person in this position will be planning, coordinating, and handling all logistical elements for events, both independently and as part of a team. Some duties may include, but are not limited to, developing timelines and project plans; selecting vendors and negotiating contracts; coordinating all communication and ancillary resources including event advertisement and promotional material; supporting key partners; and ensuring that all aspects of the planning process are in line with event goals and objectives and adhere to project deadlines. Also, this position handles event registration and other attendance-related tracking, audio-visual resources, catering, room and venue setup and floor plans, internal catering orders, and internal cafeteria processes.


  • Bachelor’s degree in hospitality, business, communications, marketing or a related field.
  • Willingness to travel to various locations to support the SEI’s overall mission. This may include national travel to sponsor sites, conferences, and offsite meetings on occasion, with potential for international travel.
  • You will have or be working towards a Certified Meeting Professional (CMP) issued by Convention Industry Council, or Certified Government Meeting Professional (CGMP) issued by Society for Government Meeting Professionals (SGMP), or a Certified Trade Show Marketer (CTSM) issued by Northern Illinois University Outreach, or a certification in a related field.
  • Three to five years of experience in planning educational and social events.
  • You will be subject to a background check.


  • You will oversee logistical budgets and expenses for assigned events.
  • Provides direction and conference goals and themes to others for the creation of event deliverables, event website, design elements, print, graphics, signage, and all other event-related collateral.
  • You will supervise, task, and manage event staff and processes for all volunteers, temporary staff, vendors and visitors bureaus, destination management companies, decorator contractors and labor, registration, security, banquet, transportation, audio-visual staff, and convention services and hotel sales.
  • Functions as the point of contact with hotel and convention center staff in multiple departments.
  • Weekend and evening hours will be required for overseeing SEI events. Extended overnight domestic and international travel required.

Knowledge, Skills and Abilities:

  • Coordinates execution of various event needs to include: site selection, room set-ups, equipment rental, audio/visual requirements, labor requirements, catering, flowers/greens, entertainment, on-site event staffing and management, travel arrangements.
  • Produces/organizes event supplies, signage; manages inventory of event branding materials and department supplies; suggests changes/improvements to established procedures in order to organize and expedite the flow of work.
  • Handles invitation lists and registration process; tracks registrations for department and produces reports, name badges, etc.
  • Runs vendor payments and budget administration for events and department; tracks costs, working within specified budget parameters.

Desired Experience:

  • Experience working with an educational, government, or government agency or in a similar environment.

Job Function Breakdown:

45% Event management-Handle conferences, events, meetings, social events, and internal events from planning stages through production and delivery with limited oversight. Develops timelines and project plans. Settles or establishes budgets; selects vendors and negotiates contracts.

30% Vendor negotiation-Negotiate and work with partners and vendors.

10% Event evaluation-Collect, enter, and review event evaluations (if applicable) to assist with tracking and resolving potential Return on Investment and initiating improvement plans.

10% Team participation-Attend regular team meetings and other internal SEI meetings. Execute internal and external communication. Participate in professional development certifications and courses.

5% Other-Other duties as assigned.


More Information

Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution encouraging innovations that change the world.

A listing of employee benefits is available at:

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

Job Categories Administrative,Communications & Marketing 

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