Conference & Event Planner II - Quick Hire!

Clayton is a respected organization known for its commitment to excellence and community-oriented approach. With a diverse portfolio of initiatives and a focus on delivering outstanding services, Clayton fosters an inclusive and dynamic workplace that supports employee growth and well-being. The company is dedicated to enhancing learning and development through innovative methods and maintaining a supportive environment for its team members. Known for its vibrant Home Office campus featuring modern amenities such as an onsite restaurant, fitness facilities, and recreational areas, Clayton prioritizes employee health, engagement, and career advancement. It promotes holistic wellness across physical, nutritional, social, financial, spiritual, and occupational dimensions, offering a well-rounded approach to work-life balance. As an equal opportunity employer, Clayton ensures a diverse workforce free from discrimination, emphasizing inclusion and respect for all individuals.

The Conference & Event Planner role at Clayton is integral to the successful delivery of various events that align with the company’s learning and development goals. This full-time position involves the complete lifecycle management of conferences and events, beginning with meticulous pre-event planning and continuing through vendor coordination, logistical organization, and onsite execution. The ideal candidate will serve as the primary point of contact for participants, facilitators, vendors, and stakeholders, ensuring seamless communication and exceptional event experiences.

This role requires a proactive, detail-oriented professional who thrives in fast-paced environments and embraces challenges with innovative solutions. Working closely with event teams and facilitators, the Conference & Event Planner will oversee all facets of event logistics, including scheduling, vendor negotiation, transportation, accommodations, catering, and audiovisual needs. The planner will also manage budgets, process invoices and contracts, and utilize planning tools such as Smartsheet to track project progress and participant details.

Key responsibilities include anticipating and resolving potential risks, conducting thorough pre-event meetings with all partners to ensure alignment on objectives and expectations, and delivering smooth agenda execution during events. The Conference & Event Planner will lead event activities with enthusiasm and provide an engaging atmosphere that encourages participant involvement and collaboration. This role also demands strong relationship-building skills with both internal business units and external partners to uphold Clayton’s distinguished brand reputation.

Clayton offers a competitive salary range for this position, from $66,495 to $83,115, reflective of the candidate’s experience and qualifications. The company also provides a flexible benefits package that includes health, dental, and vision options, a comprehensive 401K program with matching, paid parental leave, tuition reimbursement, Employee Assistance Programs, and paid volunteer time, underscoring its commitment to employee welfare and community engagement.

Regarding work schedule, candidates must be willing to work outside of standard business hours, including early mornings, late evenings, weekends, and extended days up to 12-16 hours to ensure flawless event execution. This dedication is crucial to maintaining the high-quality standards that Clayton is known for in its event programming.

Prospective applicants should possess a hospitality mindset with warmth and energy, exceptional communication skills, a strong capability to manage large groups, and a servant leadership approach focused on participant experience. Familiarity with Microsoft products, Smartsheets, and audiovisual technology is essential. The Conference & Event Planner at Clayton will be a key player in supporting strategic improvements through feedback and trend analysis, ultimately enhancing the organization’s learning events and community impact.

Bachelor's degree in hospitality, event management, or related field preferred
minimum 3+ years of experience in event production, hospitality, or related field
exceptional ability to engage audiences and effectively manage large groups
hospitality mindset
warm, approachable, and energetic personality
meticulous attention to detail while maintaining a strong understanding of the bigger picture
self-starter, adaptable, and capable of making swift, sound decisions in high-pressure situations
familiarity with MS products, Smartsheets, and basic technology (Bluetooth, AV equipment, microphones)
excellent problem-solving and critical thinking skills
demonstrates strong communication skills in both written and spoken formats
proven capability to excel both autonomously and collaboratively within a team environment
demonstrates confidence and professionalism when building relationships and networking across all levels of the organization, including senior leadership, to reinforce the established program brand
servant mindset
continuously prioritizes the participant's experience
must be willing to work outside standard business hours including early morning, late evenings, occasional weekends, and long days ranging from 12-16 hours to ensure seamless event execution
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