Program Planner (Events)

Newark, New Jersey, United States Full-time

Position Summary – The Program Planner for events will be responsible for both supporting and managing internal and external events.   This position will work cross-functionally across multiple iLabs (or departments) within the company to develop event strategies that maps to stated goals, objectives and corporate values.  The ideal candidate must thoroughly understand the event management process. 

Person Reports To – Director, Administrative Services & Special Assistant to the President and indirect reporting relationship to iLab and/or functional leadership stakeholders

Supervises – N/A

 Essential Functions –

  • Drafts project plans in line with event, team, and company goals and developing metrics to evaluate completion status
  • Serving as primary events contact for space reservations
  • Acts as liaison between events team and other cross-functional teams as they pertain to event-related inquiries
  • Coordinate the delivery of all event supplies and materials in advance of events and managing the storage and organization during non-peak event times
  • Organize all event set-ups and breakdowns in collaboration with the event sponor(s), and ensuring all supplies and materials are in place prior to event beginning and returned to storage upon event completion
  • Assist with the oversight of key logistical components of large-scale events and small scale programs
  • Manage all internal event-based process documents and circulating to team members for input and status tracking
  • Maintain iLab, department and company event calendars 
  • Assist with event-related mailings, programs, invitations, briefing packets, emails, and other internal and external communications efforts.
  • Serve as liaison to event sponsor(s) and coordinate keeping event related website pages up-to-date and reflective of accurate event information as well as assisting with building registration websites in line with event goals. 
  • Build and maintain databases of information and resources for event planning. 
  • Work with event sponsor(s) to conduct post-event analysis and debriefs in order to suggest future changes and identify opportunities for cost savings. 


Additional Functions –

  • Assist with the production of newsletters and other publications, as assigned.
  • Assist with development of annual events portfolio.
  • Stay up-to-date on related policies and procedures, and assist with ensuring that guidelines are followed.
  • As requested, recommend vendors (caterers, florists, printers, promotional items, etc.) and appropriate venues and space.

Essential Characteristics –

  • Thorough understanding of the event management process – conception to completion
  • Ability to adhere to tight deadlines
  • Must possess superior organization, prioritization and time management skills
  • Demonstrated project management skills to manage or support multiple projects with varying priorities
  • Strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint
  • Flexible in working hours for evening events
  • The incumbent must be flexible as they may be required to travel and/or drive for offsite events

  • This is a client facing position and customer centricity will be the guiding behavior

Years of Experience Required

  • Minimum of 3 years experience managing and/or supporting small and large scale corporate events.


Education/Degree Required

  • BA/BS in marketing or communications preferred or equivalent work experience


Preferred Qualifications –

  • Seeking a candidate with positive energy, who is self-directed, amiable, and composed under pressure.
  •  Knowledge of Doodle and Eventbrite platforms
  • Valid driver’s license with access to a car

Apply for this opening at