Client Experience Specialist

Position Overview

Woolpert is hiring a Client Experience Specialist to join our dynamic Marketing Team. This position reports to the Director, Client Experience and Events and coordinates and executes client-facing events and experiences, including conferences, trade shows, client meetings, and virtual programs—that strengthen relationships with Woolpert clients and partners. This role manages event logistics of increasing complexity, including timelines, venue and platform selection, vendor coordination, technical needs, catering, and on-site support, working under moderate supervision with some latitude for independent judgment. The role partners with marketing, business development, and sector leaders measure event outcomes and apply feedback to continuously improve the client experience.

We are unable to provide visa sponsorship for this position.  Applicants must already possess work authorization in the country the job is located.

What You Will Do:

• Plans, coordinates, and executes assigned virtual, hybrid, and live client events of increasing complexity, including timelines, run-of-show, registration, and post-event follow-up.
• Organizes event details such as venue and digital platform selection, room blocks, technical and audiovisual needs, catering, signage, entertainment, and shipping of booth and promotional materials.
• Engages with digital platform providers, venues, and vendors to obtain quotes, coordinate requirements, and confirm deliverables; escalates contract and pricing exceptions to senior team members.
• Ensures required permissions, licenses, certificates of insurance, and vendor documentation are secured prior to each event.
• Tracks event budgets, processes invoices and purchase orders, and reconciles actual spending against approved budgets for assigned events.
• Coordinates client and attendee communications, including invitations, registration support, pre-event materials, and post-event outreach.
• Provides on-site and virtual event support, managing setup, attendee experience, speaker and exhibitor needs, and proper technical and physical wrap-up.
• Addresses unforeseen issues or emergencies that arise during events, resolving routine problems independently and consulting senior team members on complex situations.
• Conducts debriefings and evaluations to measure event success; analyzes participant feedback and metrics and recommends improvements for future events.
• Collaborates with marketing, communications, and business development teams to drive event awareness, including social media and promotional campaigns that engage attendees.
• Maintains event calendars, vendor records, attendee lists, and client experience documentation in company systems to support reporting and knowledge sharing.
• Supports the onboarding of less-experienced team members by sharing event procedures, checklists, and templates.
• Performs other duties as assigned.

TRAVEL REQUIREMENTS:

• Must be able to travel up to 30% of the time for business purposes.
• Travel requirements may include overnight stays, holidays, and/or weekends.

 What You Will Bring:

• High school diploma or equivalent required.
• Bachelor’s degree (BA or BS) in Marketing, Communications, Business, or a related field preferred.
• Equivalent combination of education and experience may be considered on a 1:1 basis.
• 3 years of experience in event planning, client experience, marketing coordination, or a related field.
• Experience coordinating logistics for live and/or virtual events, including vendor and venue coordination.
• Working knowledge of event planning practices, including budgeting, logistics, vendor management, and on-site execution.
• Strong organizational and time management skills with the ability to manage multiple events and deadlines simultaneously.
• Effective written and verbal communication skills, with the ability to interact professionally with clients, vendors, and internal stakeholders.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to exercise judgment on routine matters and seek guidance from senior team members on complex work.
• Ability to maintain confidentiality of client and company information.
• Ability to lift and transport event materials and work non-standard hours during events.
• Valid driver's license required

PREFERRED EXPERIENCE:

• 5 years of event planning or client experience in a professional services, architecture/engineering, or geospatial environment.
• Experience with trade show and conference exhibit coordination.
• Experience supporting executive-level or client-facing programs.

 PREFERRED CERTIFICATIONS, LICENSES, OR TRAINING:

• Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), or Certified Trade Show Marketer (CTSM).

PREFERRED KNOWLEDGE, SKILLS & ABILITIES: 

• Deep understanding of CRM and proposal management systems preferred.
• Strong business acumen and commercial awareness preferred.

 Benefits You Will Love

Certified as a Great Place to Work, Woolpert is one of the fastest-growing architecture, engineering, and geospatial companies in the world. With over 75 offices and countless projects around the globe, you’ll work on meaningful assignments that improve quality of life around the world. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Freedom to Work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Flexible paid time off/vacation: Take time off when it makes sense for you and your team.
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, retirement plan, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more!