Events Project Specialist

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.

Key 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.

Job Requirements:

• 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.