Event Specialist

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges.

Join us and create a higher standard for a better world.

The Event Specialist plans, coordinates, and executes a wide range of events and programs, including K-12 Math & Science initiatives, collegiate competitions, social events, tours, golf outings, technical meetings, and conferences. In this role, you will manage vendor relationships, negotiate contracts, and maintain budget controls to ensure every event runs smoothly and cost-effectively. You will also oversee the Section's Scholarship program, partnering with volunteers and committees to develop and deliver meaningful experiences for students and members. This position plays a key part in advancing the organization's mission by creating high-quality events that engage the community and support the next generation of professionals.

Essential Functions

• Manage all logistical aspects of events and programs, including contract negotiations, pre-planning, on-site execution, and post-event wrap-up, to ensure consistent and successful outcomes
• Identify, research, and recommend opportunities to improve event logistics and competition rules, supporting continuous improvement across all programs
• Manage changes in event logistics, identify potential issues before they arise, and develop contingency plans to keep events on track
• Oversee meeting preparation, supplies ordering, and the packing and shipping of event materials to ensure teams are fully equipped
• Coordinate logistics with vendors to confirm that all event requirements are met on time and within scope
• Enhance the organization's image and build external media relationships through clear, two-way communication with key stakeholders and media contacts
• Independently write articles, web content, e-blasts, media advisories, and other communications materials to promote events and programs
• Serve as the communication focal point for all assigned event activities by producing timelines, executing project plans, and resolving problems as they arise
• Serve as liaison to the scholarship selection committees and members, facilitating clear communication and smooth collaboration throughout the process
• Lead and manage the Scholarship Committee to identify and select scholarship recipients each year
• Promote the scholarship program through the Section website, e-blasts, and the online Supercharger publication to maximize visibility and applicant reach
• Collect and organize all components of scholarship applications to prepare clear, complete judging documents for committee review
• Coordinate meetings with the committee to review and discuss candidates in a structured and timely manner
• Manage the distribution of scholarship funds, ensuring accuracy and compliance with program guidelines
• Coordinate with scholarship recipients to confirm that funds are directed to the appropriate educational institution

Minimum Requirements

• Bachelor's degree in Business, Communication, Marketing, or a related field; equivalent professional experience will be considered
• Demonstrated experience in event planning and coordination
• Ability to exercise independent judgment and make sound decisions with minimal supervision
• Excellent written and verbal communication skills, with the ability to convey information clearly and professionally
• Excellent planning and organizational skills, with a strong attention to detail
• Strong proofreading skills to ensure accuracy across all written materials
• Proficiency with Microsoft Word, PowerPoint, and Excel
• Ability to interact with members and volunteers in a courteous, professional, and proactive manner
• Ability to manage multiple projects simultaneously while meeting deadlines
• Flexibility to adjust priorities in response to new and changing deadlines
• Ability to take initiative and work proactively without waiting for direction
• Ability to work both independently and collaboratively as an effective team member
• Ability to learn quickly, take ownership of responsibilities, and move projects forward with confidence
• Excellent customer service and interpersonal skills, with a commitment to positive stakeholder experiences

Preferred Qualifications

• Experience managing volunteers and leading groups is preferred
• Prior experience working with executives or senior leadership is a plus

Working Conditions and Physical Requirements

This role is performed primarily in an office environment, with extended periods of time working at a desk or computer. The position requires the ability to remain stationary for prolonged periods and to operate standard office equipment, with or without reasonable accommodation.

The role requires the move and transport materials and carry up to 25 pounds on occasion, such as when preparing or transporting event materials, with or without reasonable accommodation. Candidates should also be able to perform all essential functions of the role, with or without reasonable accommodation.

Travel is required approximately 20% of the time to support on-site event execution and related activities. This position also requires flexibility in scheduling, including one to two evenings per month and occasional weekend availability to meet event needs.

This role may be performed on-site, hybrid, or remotely depending on organizational needs and business requirements. Specific schedule and location expectations will be discussed during the hiring process.

Any individual who requires an accommodation to perform the essential functions of this position is encouraged to communicate those needs so that a reasonable accommodation may be evaluated and provided in accordance with applicable law.

ABOUT THE ORGANIZATION

SAE Industry Technologies Consortia® (SAE ITC) enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute® (PRI) is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International® (SAEI) is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

EEO CLAUSE

Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.