Description

Events Specialist

Are you passionate about creating exceptional live experiences that bring people, ideas, and industries together? IFMA is seeking a detail-driven, collaborative Events Specialist to play a key role in delivering world-class conferences for facility management professionals worldwide. In this role, you’ll help ensure every exhibitor, speaker, and attendee has a seamless, engaging experience by coordinating logistics and housing, supporting speakers, and managing exhibitor services, all while working with a dynamic team committed to excellence and innovation in the built environment.

Best-in-Class Benefits and Culture:

We value the time and efforts of our employees. Our commitment to your success is enhanced by an annual competitive compensation of $67,000 to $75,000 annually, depending on experience, and an extensive benefits package including:

• Comprehensive health benefits: medical, dental, and vision insurance
• Robust retirement planning: 401(k) / retirement plan with employer matching
• Financial security: Life & disability insurance
• Flexible financial options: Flexible spending account (FSA) and Health Savings Account (HSA)
• Work/Life Balance: Paid time off and holidays, Flexible schedule, and remote work/telecommuting options
• Workplace perks: Employee assistance program, Professional development assistance, and more!
   

Additionally, we strive to create an optimal environment for our employees to learn, grow, and thrive within the company. We strive to create a collaborative and creative environment where everyone feels encouraged to contribute to our processes, decisions, planning, and culture.

Your responsibilities as the Events Specialist will include: 

• Manage conference housing programs for major IFMA events, including hotel blocks, booking links, attendee and staff accommodations, rate compliance, reporting, attrition mitigation, and rebate reconciliation.
• Administer exhibitor rules and compliance by overseeing booth approvals, insurance and staffing requirements, on-site enforcement, and maintaining visual and written records of exhibit adherence.
• Coordinate speaker services and content deliverables by managing the speaker system, tracking session materials, and ensuring timely submission of presentations, handouts, and proceedings.
• Oversee on-site logistics and experiential elements, including facility tours, transportation, volunteers, registration/check-in operations, and IFMA’s presence at external industry events.
• Collaborate cross-functionally to ensure consistent event execution by working with marketing, vendors, and internal stakeholders, attending site visits, and supporting pre-event planning and post-event follow-up.
   

About Us:

Founded in 1980, the International Facility Management Association (IFMA) is the world’s largest and most widely recognized association for facility management professionals, supporting more than 25,000 members across 140 countries. IFMA advances the profession through education, credentials, standards development, research, and global events that connect professionals and shape the future of the built environment. Guided by a vision to make the world a better place, IFMA champions sustainability, resilience, inclusion, and responsible stewardship — empowering facility professionals to create safer, smarter, and more equitable spaces where people live, work, and thrive. For more information, visit ifma.org and our LinkedIn, YouTube, Facebook, Threads, X, and Flickr pages. Follow IFMA’s Connected FM podcast and blog for expert insights on trending industry topics.

Join Our Mission to Shape the Future of Facility Management!

If you thrive on fast-paced event environments, collaborative problem-solving, and making complex logistics feel seamless, we’d love to meet you. Apply now and help IFMA bring the global facilities community together.

We are an equal opportunity employer that welcomes and encourages diversity in the workplace. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

Requirements

To be successful as an Events Specialist, you should have:

• 4+ years of experience supporting live event and exhibitor operations; Bachelor’s degree preferred; familiarity with HubSpot, CRM, and event or expo management platforms is an advantage.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint, with comfort navigating databases, online tools, and learning new enterprise platforms such as CRM, event management systems, and Airtable.
• Solid written and verbal communication skills, including the ability to interpret procedural and safety documentation, prepare routine reports, and present information clearly to internal teams, vendors, and participants.
• Analytical and organized approach to problem-solving, with the ability to interpret technical instructions, manage multiple priorities, and work effectively across both abstract planning and hands-on execution.
• Able to lift and handle up to 40 lbs and travel domestically up to 10% as required to support on-site event delivery.