Temporary Venue Sourcing Specialist

IEEE•Piscataway, NJ

11h•$37 - $41

About The Position

This position will support IEEE’s CEE Express Desk initiative, with a primary focus on meeting and event venue site selection. The individual will be responsible for executing strategies for strategic meeting management, specifically in the areas of hotel and venue selection and contracting. The role will ensure alignment with business goals while gaining a clear understanding of the organization's requirements for third-party services, including hotels, meeting spaces, and event services. A key aspect of this role is the ability to engage with the internal planning team whose collaboration is essential for successful sourcing and contracting efforts. The individual will need to interpret business needs and translate them into effective solutions that meet both logistical and budgetary expectations. The role is dedicated to delivering exceptional service to IEEE by driving effective project management and innovative solutions. The position will report directly to the Express Desk Program Lead and will not have direct reports.

Requirements

Bachelor's degree or equivalent experience
2 – 5 years' similar event-related experience with a strong focus on venue sourcing
Proven experience in venue sourcing, hotel site selection, and contract negotiation within corporate, association, or large-scale event environments
Strong understanding of hotel categories, venue aesthetics, and event logistics across a variety of event types
Excellent communication skills, with the ability to gather stakeholder requirements, articulate event needs, and collaborate effectively across teams
Demonstrated negotiation and contract management expertise, with a focus on cost optimization and value creation
Strong project management skills, including the ability to manage multiple priorities in a fast-paced, deadline-driven environment
Creative problem-solving skills and sound judgment to address venue and logistical challenges
Knowledge of best practices in venue sourcing and event logistics, with a commitment to continuous improvement and alignment with organizational goals
High attention to detail and accuracy in contract review, data entry, and analysis
Proficiency in Microsoft Excel and Word, with experience using tracking and reporting systems
Ability to work independently while contributing effectively within a collaborative, team-based environment
Professional demeanor and positive attitude, with the ability to represent IEEE in a polished and professional manner

Responsibilities

Conduct comprehensive venue research and sourcing for a wide range of events, from large-scale conferences to smaller, specialized meetings
Lead multi-city venue RFP development, issuance, and management, ensuring clear, accurate, and tailored requirements
Evaluate venue proposals for feasibility, quality, aesthetics, and alignment with event objectives; recommend alternatives when needed
Negotiate venue contracts, securing competitive pricing, concessions, and favorable terms while ensuring compliance with IEEE standards
Review and finalize venue and hotel agreements, ensuring all negotiated terms, discounts, and service levels are captured
Serve as the primary liaison between event planners, CRMs, legal, finance, and venue partners throughout sourcing and contracting
Support smooth handoff from sourcing to planning and assist with concierge-level requests as needed
Monitor venue performance during execution and conduct post-event evaluations to inform future sourcing decisions
Demonstrate strong commercial awareness, identifying cost-saving opportunities and value-added services
Share best practices and contribute to continuous improvement in venue sourcing, negotiation, and vendor management
Support ad-hoc projects and provide additional event sourcing or planning assistance during lower-volume periods
Act as a CEE ambassador, aligning venue sourcing decisions with IEEE strategic initiatives and core values