Temporary Venue Sourcing Specialist

IEEE is an EEO/AAP Employer/Protected Veterans/Disabled

Job Description - Temporary Venue Sourcing Specialist )

Job Description

Job Summary

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. This is a temporary remote position, and work hours must align with standard East Coast business hours (8:00 AM - 4:30 PM ET).

Key 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

Qualifications

• Bachelor's degree or equivalent experience

Work Experience

2 - 5 years' similar event-related experience with a strong focus on venue sourcing

Skills and Requirements

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

Prior experience with RFP's and Cvent is preferred

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

A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.