Job Description

Overview:
The Project Specialist - Events will play a central role in the end-to-end planning, coordination, and delivery of IDC's regional events. This role ensures that all project milestones, vendor activities, budgets, and logistics are efficiently scoped and managed to deliver seamless, high-quality event experience. The candidate should be organized, detail-oriented, and skilled at managing multiple stakeholders, timelines, and priorities in a fast-paced environment. Responsibilities:
1. Project Management & Coordination
Support the overall project lifecycle for multiple events -- from planning to post-event evaluation.
Develop and manage detailed project timelines, task trackers, and deliverable schedules.
Coordinate with internal stakeholders (content, marketing, operations, design, and sales) to ensure alignment and timely execution.
2. Vendor & Logistics Management
Identify, evaluate, and liaise with vendors for event production, branding, AV, logistics, and hospitality.
Ensure procurement compliance by obtaining and comparing multiple vendor quotes.
Oversee vendor deliverables, quality control, and on-site execution.
3. Cross-Functional Collaboration
Serve as the central point of coordination among global and regional teams.
Support content and production teams in managing session schedules, speaker logistics, and onsite requirements.
Collaborate with marketing for attendee communications and event branding requirements.
4. Event Operations & Execution
Support on-site execution, ensuring smooth setup, registration, branding, and technical readiness.
Manage timelines and troubleshoot issues in real-time during events.
Coordinate post-event wrap-up activities, including reports, vendor closures, and feedback documentation. Qualifications:
Bachelor's degree in Business Administration, Marketing, Communications, or related field.
2 -3 years of experience in event project management, conference operations, or a related role (experience in B2B or tech events preferred).
Strong organizational and multitasking skills with attention to detail.
Proven experience managing multiple stakeholders and external vendors.
Excellent communication and coordination abilities.
Proficiency in Microsoft Office / Excel / project management tools (e.g., Asana, Smartsheet, or Monday.com).
Budget management and cost-optimization skills.
Willingness to travel for onsite event support when required.

Skills Required