Event Vendor Relationship Manager (E6048)

Event Vendor Relationship Manager

The overall purpose of this position is to help manage vendor relationships for event-related service providers within the Conferences, Events & Experiences (CEE) department and related functions. The Event Vendor Relationship Manager plays a key role in establishing, maintaining, and optimizing relationships with third parties to ensure seamless service delivery and adherence to IEEE's standards and objectives.

We are seeking an experienced and detail-oriented professional who will serve as a subject matter expert in the selection and management of goods and services required to produce meetings and events of all sizes and types. This includes creating and implementing processes to evaluate and manage existing vendors, developing frameworks for qualifying new providers, identifying and monitoring key performance indicators (KPIs), assessing performance, evolving business terms, and maintaining strong business-to-business relationships with key suppliers.

This position involves a high degree of collaboration with senior staff, volunteer leadership, and internal subject matter experts across CEE, Legal & Compliance, Strategic Sourcing, Information Technology, and other shared services. The incumbent must be adept at fostering positive relationships, ensuring compliance, and supporting operational excellence across assigned portfolio.

Key Responsibilities

• Vendor Selection & Vetting
• Identify, research, and build relationships with qualified vendors across event categories (venues, AV, catering, logistics, dcor, etc.)
• Works with SMEs within the IEEE CEE team as well as current customers to understand current services and terms
• Lead vendor vetting processes, including portfolio reviews, reference checks, and verification of compliance, insurance, and licensing. Seeks agreement with end users on needs and qualitative requirements.
• Maintain and regularly update an inventory of preferred vendors.
• Contracting & Negotiation in concert with authoritative entity such as IT, Finance, Legal, etc.
• Support the negotiation of vendor agreements, pricing, and terms in collaboration with legal and finance teams.
• Ensure all contracts reflect service expectations, event requirements, and risk management protocols.
• Performance Monitoring & Relationship Management, quarterly reviews, issues reports to management, etc.
• Track vendor performance using standardized evaluation tools and metrics as agreed with Sr. Director (e.g., on-time delivery, service quality, flexibility).
• Coordinate and document post-event reviews with stakeholders to collect feedback and address any concerns.
• Serve as a primary relationship manager for establishing and measuring, vendors, ensuring responsive communication and timely conflict resolution.
• Build long-term, mutually beneficial relationships with high-performing vendors. Recommend continuous improvement opportunities and innovations
• Identify and implement process improvements in vendor onboarding, evaluation, and performance tracking.
• Keep accurate vendor records and documentation within internal systems.
• Seeks opportunities to automate, innovate and hasten operations through the use of technology.

Travel Information

5-10% approx. 2-3 trips per year which may include weekends

Qualifications

Education

Bachelor's degree or equivalent experience Business, Hospitality, Event Management, or related field. Req

Work Experience

6-8 years' Experience in vendor management, procurement, or operations within events, hospitality, or related industries.

Licenses and Certifications.

Certification in Event Planning (CMP, CSEP) or Vendor Management is a plus

Pref Skills and Requirements.

Excellent communication skills including creating and delivering presentations to global audiences.

Strong negotiation, relationship-building, and organizational skills.

Proficiency in Microsoft Office, project management platforms, and CRM / vendor tracking tools.

Ability to work independently and manage multiple vendors simultaneously in a fast-paced environment.

Familiarity with vendor compliance tools (e.g., Avetta, ISNetworld).

Experience in event production cycles and working with cross-functional teams.

Other Requirements :

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE : This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.