Senior Event Planner

Job Details: Job Location: ACFE Global Headquarters - Austin, TX, Salary Range: Undisclosed, Location: Primarily remote, with 1-2 days per week at our downtown Austin, TX office.

The Association of Certified Fraud Examiners (ACFE) is the world’s largest anti-fraud organization and a global leader in anti-fraud training and certification.

In this role, you will play a key part in the planning and execution of ACFE's virtual and in-person events, helping to deliver high-quality educational and networking experiences for fraud-fighting professionals around the world. Working closely with internal teams, venues, vendors, speakers, and event stakeholders, you will oversee event logistics, manage budgets, coordinate travel and accommodations, negotiate contracts, and support onsite event operations. You will also produce virtual events, analyze event performance, and identify opportunities to improve processes, attendee experiences, and event outcomes.

Essential Functions:

Researches and secures locations for in-person events; distributes Requests for Proposals (RFPs), reviews proposals, negotiates rates and concessions, requests contracts, and routes agreements for review and final approval by the Events Director and Legal.
Manages event logistics from start to finish for in-person events, including meeting room setup, catering, audio-visual requirements, onsite event management, and special accommodations. Creates detailed Function Sheets and Group Resumes and reviews and approves venue-provided Banquet Event Orders (BEOs) to ensure alignment with ACFE requirements.
Coordinates speaker, staff, and vendor travel and hotel accommodations as needed.
Develops and manages event budgets by obtaining pricing for catering, audio-visual services, hotel room rates, internet, meeting room rentals, local taxes, and service charges. Identifies and implements cost-saving opportunities and operational efficiencies while ensuring events meet the net profit requirements established by ACFE policy.
Reviews event invoices and speaker expense reports, assigning appropriate budget codes and ensuring accuracy, policy compliance, and proper approval.
Maps, reviews, and evaluates event planning processes from concept to completion, identifying opportunities for improvement and increased efficiency. Maintains project plans and communicates updates across departments.
Assists with proofreading and reviewing digital and print marketing materials related to virtual and in-person events.
Evaluates event success through post-event reporting, analysis, and recommendations for future improvements.
Oversees onsite tradeshow logistics for the Annual Global Fraud Conference, including setup, signage, shipping, vendor coordination, show management support, and issue resolution.
Coordinates with the Design team to develop, produce, and distribute digital and physical signage for summits, regional conferences, and the Annual Global Fraud Conference.
Assists with event planning activities for assigned events, including site selection, contract negotiation, vendor management, budget reconciliation, onsite execution, and preparation of event logistics documentation.
Serves as producer for pre-recorded and live virtual events, including seminars, workshops, webinars, summits, and conferences.
Monitors attendee feedback, prepares event performance reports, distributes results to key stakeholders, and recommends opportunities for improvement.   
Travels to events, as needed, to provide onsite registration, attendee support, and logistical coordination    
Works cross-functionally with departmental stakeholders to communicate event status, timelines, and key deliverables
Stays current on industry trends, emerging technologies, and best practices to enhance event and tradeshow strategies.
Performs other duties as requested or required.   

Requirements:

3–5 years of progressive experience in event planning, conference management, hospitality, or a related field.
Demonstrated experience planning and executing events from concept through completion, including logistics, timelines, budgets, vendor management, and onsite operations.
Experience managing multiple events and projects simultaneously while maintaining attention to detail and meeting deadlines.
Experience with contract negotiation, event budgets, registration, travel, food and beverage, audiovisual, shipping, room blocks, and onsite event logistics preferred.
Excellent written and verbal communication. 
Effective usage of English grammar, syntax and punctuation. 
Skills in collaborating with internal and external resources.
Proficient in MS Word, Outlook, PowerPoint, ASANA, etc.; advanced skills using an email marketing platform such as Marketo, Excel, and Access as well as experience using Crystal Reporting, a CRM such as SalesForce a plus. 

Benefits:

Comprehensive Health Coverage: 100% employer-paid medical, dental, vision, long-term disability, and $25,000 life insurance for employees. We also offer employer contributions to dependent medical premiums.
401(k) Plan: Enjoy an unbeatable company match to help you save for retirement (truly unbeatable).
Flexible Work Schedule: Mostly remote work in ATX.
Paid Time Off (PTO): 4 weeks of PTO, with an additional week granted after 5 years and another week granted after 10 years of employment.
Support for Growing Families: Eligible employees receive paid parental benefits designed to provide additional financial support during parental leave.
Paid Holidays: 12 holidays each year to help you recharge.
Employee Success Sharing Bonus Program: The longer you invest with us, the more we invest in you!
Wellness / Work-From-Home Reimbursement: $400 annual reimbursement for gym membership, workout equipment, work-from-home equipment, etc.
Tuition Reimbursement: Up to $5,250 per year for qualifying degree plans.
Additional Paid Time Off: Paid Volunteer, Bereavement, and Civic Duty Hours.
Employee Assistance Program (EAP): Confidential support for personal and professional issues.
Social and Team-Building Events: Regular social events, team-building activities, and company outings to foster a positive work environment.
Fraud Knowledge Bonus: Bonus programs available for demonstrating mastery of the fraud examination body of knowledge.

For more than 35 years, the Association of Certified Fraud Examiners has relied on its core values of service, integrity, and professionalism to become the premiere association for those working to reduce white-collar crime, fraud and corruption. It takes a dedicated, experienced, and diverse team to serve more than 95,000 anti-fraud professionals around the world. By prioritizing a people-first mindset and cutting-edge technology, the ACFE is a place for employees to grow in their skillset while becoming part of a global mission.
Qualifications: