The BAM Companies
Base Pay Range
$60,000.00/yr - $65,000.00/yr
About the Role We are seeking a highly organized, detail-driven, and energetic Corporate Events Specialist to manage and execute the end-to-end logistics for both high‑profile investor relations events and internal employee events. This critical, hands‑on role is responsible for translating event strategy and vision set by leadership into memorable, professional, and seamless experiences for our entire team, executive leadership, and both current and potential investors.
The specialist will be the primary point of contact for all event logistics, overseeing planning, coordination, and on‑site execution of a diverse portfolio of events, including:
External Stakeholder Events:
High‑class local investor functions and experiential investor events hosted in other states
Major Internal Events:
Approximately five all‑company events annually (~200 employees each)
Ad‑Hoc Events:
Various other meetings such as trainings, large company meetings, and executive/investor dinners
This position requires strong negotiation skills, meticulous project management, and a dedicated focus on providing world‑class service to both internal teams and external VIPs. The role operates with autonomy but receives cross‑functional support from Marketing, Investor Relations, and Operations. As our event strategy evolves, this role will help implement consistent planning timelines and processes for scalability.
Key Responsibilities
Planning, Sourcing & Budgeting
Venue & Vendor Management:
Lead venue sourcing and site inspections for all major off‑site events, including Investor Events, Annual Conference, and Christmas Party
Contract Negotiation:
Negotiate and manage all vendor contracts (venues, AV, catering, entertainment), ensuring adherence to budget and approval by legal and other stakeholders
Budget Management:
Develop, track, and reconcile detailed event budgets, monitoring expenses and optimizing vendor costs
Timeline Development:
Create comprehensive, multi‑year, and granular event timelines and checklists to ensure all deadlines are met, including a yearly event calendar for internal visibility
External & Investor Events Management
High‑Profile Event Planning:
Plan and execute high‑net‑worth investor events in premium and experiential settings; manage all logistics for experiential events in other states and local executive dinners
Executive Coordination:
Coordinate directly with Executive Leadership and Investor Relations regarding sensitive guest lists, secure content delivery, and strict brand alignment
Registration & Invitations:
Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs (name tags, on‑site check‑in)
Internal Event Execution & Logistics
Registration & Invitations:
Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs (name tags, on‑site check‑in)
On‑site Management:
Serve as the primary point of contact for all vendors and internal staff on the day of the event; manage setup, flow, technical needs, and breakdown for large employee events
Seating & Floor Plans:
Create detailed seating charts, floor plans, and run‑of‑show documents for all events
Ad‑Hoc Event Support:
Oversee logistics for general company events as needed, including trainings, large company meetings, and internal executive gatherings
Post‑Event & Administration
Wrap‑Up:
Conduct post‑event analysis, reconcile final invoices, gather internal feedback, and create reports for executive review
Documentation:
Maintain a centralized database of preferred vendors, event contracts, and historical data
Internal Coordination:
Work closely with Executive Assistants, IT, and internal communications to integrate presentations, speakers, and communications
Success Success in this role is measured by:
High‑quality execution and positive qualitative and quantitative feedback from attendees and leadership
Adherence to approved budgets and timeline milestones
Meeting cost per attendee goals
Effective vendor relationships and documented cost savings
Implementation of repeatable, efficient planning processes (event playbooks)
Qualifications Required
Located in or willing to relocate to the Indianapolis, IN area
Minimum of 3+ years of professional event planning experience, ideally in a corporate or B2B environment; demonstrated experience managing high‑profile, executive, or external stakeholder events (such as investor relations events) is mandatory
Proven track record of managing large‑scale events (200+ attendees) from conception through execution and wrap‑up
Exceptional skills in contract review, vendor negotiation, and budget management
Proficiency with event technology (electronic invitation/RSS platforms, seating chart software, Microsoft Office/Google Workspace)
Ability to work flexible hours, including early mornings, late evenings, and occasional weekends, as dictated by the event schedule; major events will require on‑site coordination outside regular business hours
Preferred
Experience planning multi‑day conferences and out‑of‑state events
Bachelor's degree in Hospitality, Communications, Marketing, or a related field
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Other
Legal Notice We are committed to equal opportunity employment and prohibit discrimination based on any protected characteristic.
#J-18808-Ljbffr
About the Role We are seeking a highly organized, detail-driven, and energetic Corporate Events Specialist to manage and execute the end-to-end logistics for both high‑profile investor relations events and internal employee events. This critical, hands‑on role is responsible for translating event strategy and vision set by leadership into memorable, professional, and seamless experiences for our entire team, executive leadership, and both current and potential investors.
The specialist will be the primary point of contact for all event logistics, overseeing planning, coordination, and on‑site execution of a diverse portfolio of events, including:
External Stakeholder Events:
High‑class local investor functions and experiential investor events hosted in other states
Major Internal Events:
Approximately five all‑company events annually (~200 employees each)
Ad‑Hoc Events:
Various other meetings such as trainings, large company meetings, and executive/investor dinners
This position requires strong negotiation skills, meticulous project management, and a dedicated focus on providing world‑class service to both internal teams and external VIPs. The role operates with autonomy but receives cross‑functional support from Marketing, Investor Relations, and Operations. As our event strategy evolves, this role will help implement consistent planning timelines and processes for scalability.
Key Responsibilities
Planning, Sourcing & Budgeting
Venue & Vendor Management:
Lead venue sourcing and site inspections for all major off‑site events, including Investor Events, Annual Conference, and Christmas Party
Contract Negotiation:
Negotiate and manage all vendor contracts (venues, AV, catering, entertainment), ensuring adherence to budget and approval by legal and other stakeholders
Budget Management:
Develop, track, and reconcile detailed event budgets, monitoring expenses and optimizing vendor costs
Timeline Development:
Create comprehensive, multi‑year, and granular event timelines and checklists to ensure all deadlines are met, including a yearly event calendar for internal visibility
External & Investor Events Management
High‑Profile Event Planning:
Plan and execute high‑net‑worth investor events in premium and experiential settings; manage all logistics for experiential events in other states and local executive dinners
Executive Coordination:
Coordinate directly with Executive Leadership and Investor Relations regarding sensitive guest lists, secure content delivery, and strict brand alignment
Registration & Invitations:
Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs (name tags, on‑site check‑in)
Internal Event Execution & Logistics
Registration & Invitations:
Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs (name tags, on‑site check‑in)
On‑site Management:
Serve as the primary point of contact for all vendors and internal staff on the day of the event; manage setup, flow, technical needs, and breakdown for large employee events
Seating & Floor Plans:
Create detailed seating charts, floor plans, and run‑of‑show documents for all events
Ad‑Hoc Event Support:
Oversee logistics for general company events as needed, including trainings, large company meetings, and internal executive gatherings
Post‑Event & Administration
Wrap‑Up:
Conduct post‑event analysis, reconcile final invoices, gather internal feedback, and create reports for executive review
Documentation:
Maintain a centralized database of preferred vendors, event contracts, and historical data
Internal Coordination:
Work closely with Executive Assistants, IT, and internal communications to integrate presentations, speakers, and communications
Success Success in this role is measured by:
High‑quality execution and positive qualitative and quantitative feedback from attendees and leadership
Adherence to approved budgets and timeline milestones
Meeting cost per attendee goals
Effective vendor relationships and documented cost savings
Implementation of repeatable, efficient planning processes (event playbooks)
Qualifications Required
Located in or willing to relocate to the Indianapolis, IN area
Minimum of 3+ years of professional event planning experience, ideally in a corporate or B2B environment; demonstrated experience managing high‑profile, executive, or external stakeholder events (such as investor relations events) is mandatory
Proven track record of managing large‑scale events (200+ attendees) from conception through execution and wrap‑up
Exceptional skills in contract review, vendor negotiation, and budget management
Proficiency with event technology (electronic invitation/RSS platforms, seating chart software, Microsoft Office/Google Workspace)
Ability to work flexible hours, including early mornings, late evenings, and occasional weekends, as dictated by the event schedule; major events will require on‑site coordination outside regular business hours
Preferred
Experience planning multi‑day conferences and out‑of‑state events
Bachelor's degree in Hospitality, Communications, Marketing, or a related field
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Other
Legal Notice We are committed to equal opportunity employment and prohibit discrimination based on any protected characteristic.
#J-18808-Ljbffr