Event Specialist

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges.

Join us and create a higher standard for a better world.

The Event Specialist plans, coordinates, and executes a wide range of events and programs, including K-12 Math & Science initiatives, collegiate competitions, social events, tours, golf outings, technical meetings, and conferences. In this role, you will manage vendor relationships, negotiate contracts, and maintain budget controls to ensure every event runs smoothly and cost-effectively. You will also oversee the Section's Scholarship program, partnering with volunteers and committees to develop and deliver meaningful experiences for students and members. This position plays a key part in advancing the organization's mission by creating high-quality events that engage the community and support the next generation of professionals.

Essential Functions

Manage all logistical aspects of events and programs, including contract negotiations, pre-planning, on-site execution, and post-event wrap-up, to ensure consistent and successful outcomesIdentify, research, and recommend opportunities to improve event logistics and competition rules, supporting continuous improvement across all programsManage changes in event logistics, identify potential issues before they arise, and develop contingency plans to keep events on trackOversee meeting preparation, supplies ordering, and the packing and shipping of event materials to ensure teams are fully equippedCoordinate logistics with vendors to confirm that all event requirements are met on time and within scopeEnhance the organization's image and build external media relationships through clear, two-way communication with key stakeholders and media contactsIndependently write articles, web content, e-blasts, media advisories, and other communications materials to promote events and programsServe as the communication focal point for all assigned event activities by producing timelines, executing project plans, and resolving problems as they ariseServe as liaison to the scholarship selection committees and members, facilitating clear communication and smooth collaboration throughout the processLead and manage the Scholarship Committee to identify and select scholarship recipients each yearPromote the scholarship program through the Section website, e-blasts, and the online Supercharger publication to maximize visibility and applicant reachCollect and organize all components of scholarship applications to prepare clear, complete judging documents for committee reviewCoordinate meetings with the committee to review and discuss candidates in a structured and timely mannerManage the distribution of scholarship funds, ensuring accuracy and compliance with program guidelinesCoordinate with scholarship recipients to confirm that funds are directed to the appropriate educational institution

Minimum Requirements

Bachelor's degree in Business, Communication, Marketing, or a related field; equivalent professional experience will be consideredDemonstrated experience in event planning and coordinationAbility to exercise independent judgment and make sound decisions with minimal supervisionExcellent written and verbal communication skills, with the ability to convey information clearly and professionallyExcellent planning and organizational skills, with a strong attention to detailStrong proofreading skills to ensure accuracy across all written materialsProficiency with Microsoft Word, PowerPoint, and ExcelAbility to interact with members and volunteers in a courteous, professional, and proactive mannerAbility to manage multiple projects simultaneously while meeting deadlinesFlexibility to adjust priorities in response to new and changing deadlinesAbility to take initiative and work proactively without waiting for directionAbility to work both independently and collaboratively as an effective team memberAbility to learn quickly, take ownership of responsibilities, and move projects forward with confidenceExcellent customer service and interpersonal skills, with a commitment to positive stakeholder experiences

Preferred Qualifications

Experience managing volunteers and leading groups is preferredPrior experience working with executives or senior leadership is a plus

Working Conditions And Physical Requirements

This role is performed primarily in an office environment, with extended periods of time working at a desk or computer. The position requires the ability to remain stationary for prolonged periods and to operate standard office equipment, with or without reasonable accommodation.

The role requires the move and transport materials and carry up to 25 pounds on occasion, such as when preparing or transporting event materials, with or without reasonable accommodation. Candidates should also be able to perform all essential functions of the role, with or without reasonable accommodation.

Travel is required approximately 20% of the time to support on-site event execution and related activities. This position also requires flexibility in scheduling, including one to two evenings per month and occasional weekend availability to meet event needs.

This role may be performed on-site, hybrid, or remotely depending on organizational needs and business requirements. Specific schedule and location expectations will be discussed during the hiring process.

Any individual who requires an accommodation to perform the essential functions of this position is encouraged to communicate those needs so that a reasonable accommodation may be evaluated and provided in accordance with applicable law.

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About The Organization

SAE Industry Technologies Consortia® (SAE ITC) enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute® (PRI) is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International® (SAEI) is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

EEO CLAUSE

Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.