Job Description

Job Description

Job Description

Description:

Paylocity is an award-winning provider of cloud-based HR and payroll software solutions, offering the most complete platform for the modern workforce. The company has become one of the fastest-growing HCM software providers worldwide by offering an intuitive, easy-to-use product suite that helps businesses automate and streamline HR and payroll processes, attract and retain talent, and build a strong workplace culture.

While traditional HR and payroll providers automate basic HR processes such as payroll and benefits administration, Paylocity goes further by developing tools that HR and businesses need to compete for talent and deliver against the expectations of the modern workforce.

We give our employees what they need to succeed, including great benefits and perks! We offer medical, dental, vision, life, disability, and a 401(k) match, as well as perks that support you, your family, and your finances. And if it’s career development you desire, we provide that, too! At Paylocity, people matter most and have always been at the heart of our business.

Job Description:

As a Sourcing & Event Manager, you will play a dual-role as both a strategic event producer and a sourcing manager, responsible for the end-to-end execution of a diverse portfolio of events—live, virtual, and hybrid. This role requires deep expertise in venue sourcing and contract negotiation, as well as hands-on leadership in event planning, production, and stakeholder engagement. You will source and contract venues using industry-leading tools like Cvent, manage complex logistics, and serve as a key advisor to internal business stakeholders. Additionally, you will lead the planning and execution of virtual events, ensuring a high level of engagement and technical excellence. This position operates in a fast-paced, collaborative environment and plays a critical role in delivering exceptional event experiences that align with our company’s strategic objectives.

Key Responsibilities:

Event Project Management:

• Lead the full lifecycle of live, virtual, and hybrid events—from strategic planning to execution and post-event analysis.
• Own all event logistics, including timeline development, production schedules, program flow, creative direction, and on-site coordination.
• Oversee planning of live and Virtual event logistics: AV, transportation, F&B, décor, staffing, gifting, signage, security protocols, etc.
• Ensure quality standards, timelines, and budget adherence.
• Lead a team of 1-2 event professionals, providing mentorship and direction.
• Conduct and document site inspections, including follow-ups with budgets and timelines.
• Oversee registration strategy and platform integration for all event types.
• Develop detailed run-of-shows, coordinate technical rehearsals, and lead onsite or virtual teams during execution.
• Other duties as assigned, as business needs arise.

Sourcing & Venue Management:

• Source, negotiate, and secure optimal venues, hotels, and meeting spaces aligned with Business objectives, for the Events Team’s wide range of events.
• Leverage Cvent to manage the full sourcing lifecycle—including RFP creation, supplier communication, and reporting.
• Utilize expert knowledge of Cvent to train and support team members.
• Analyze proposals, build initial meeting budgets, and develop presentation decks for venue options.
• Lead contract negotiations to secure favorable rates, concessions, and terms—ensuring legal, procurement, and compliance guidelines are met.
• Stay current with supplier agreements, industry trends, and new hotel openings through weekly team meetings, supplier presentations, and trade shows.
• Act as the first point of contact for venue sourcing—clearly communicating timelines, deliverables, and expectations.

Vendor & External Partner Management:

• Manage relationships with hotels, AV vendors, transportation providers, DMCs, and other partners.
• Negotiate all vendor contracts to maximize value while aligning with stakeholder needs.
• Ensure timely resolution of contractual issues and contribute to contract template improvements.

Stakeholder Collaboration:

• Collaborate with cross-functional teams (Primarily Client teams, plus Sales, Marketing, Executive Leadership) to align event outcomes with broader business goals, and manage expectations of key stakeholders.
• Adopt a consultative approach to understand stakeholder needs and recommend sourcing and event solutions.
• Maintain stakeholder satisfaction and compliance with thoughtful, cost-effective, and strategic venue decisions.

Onsite Event Execution:

• Travel to events to oversee all logistics, setup, execution, and breakdown.
• Ensure stakeholder satisfaction through proactive problem-solving and real-time coordination.

Budget & Financial Oversight:

• Develop and manage event budgets—including sourcing budgets—with attention to cost-saving opportunities.
• Monitor expenses, reconcile invoices, and report on financial performance.
• Ensure all vendor payments are accurate and timely.

Metrics & Reporting:

• Establish event KPIs, track results, and provide data-driven recommendations for improvement.
• Deliver clear post-event analysis and stakeholder reports.

Communication & Leadership:

• Lead planning calls and provide regular updates to leadership and stakeholders.
• Present event outcomes and propose process optimizations.
• Foster a culture of excellence, professionalism, and continuous improvement.

Required Qualifications:

Education:

• Bachelor’s Degree in Communications, Marketing, Event Management, Hospitality, or a related field preferred.

Experience:

• 5+ years of event planning and execution experience, with at least 4 years in sourcing and meeting planning.
• 2+ years of experience managing a team.
• Demonstrated success in sourcing, negotiating, and contracting venues and hotel partners.
• Proven experience using Cvent for event sourcing and planning.

Skills:

• Strong project and team management skills.
• Exceptional verbal and written communication.
• Financial acumen with experience managing and reconciling complex budgets.
• Skilled in contract negotiations, vendor management, and stakeholder collaboration.
• Proficient in Microsoft Office Suite and Google Workspace.

Technical Proficiency:

• In-depth experience with Cvent and other event management tools.
• Familiarity with CRM systems (e.g., Salesforce) and current virtual/hybrid event technologies.
• Expertise with virtual event platforms (e.g., Zoom, Microsoft Teams, ON24, Cvent, Webex, Hopin, vFairs)
• Understanding of livestreaming tools (OBS, StreamYard, Vimeo Live, etc.)
• Familiarity with virtual engagement tools (polling, Q&A, chat moderation, breakout rooms)

Personal Attributes:

• Highly organized, detail-oriented, and proactive.
• Consultative, collaborative, and solutions-focused.
• Capable of managing high-pressure, high-visibility projects in a fast-paced environment.
• Creative mindset with sharp attention to detail.
• Willingness to travel up to 30%, including occasional weekends.

Physical Requirements:

• Ability to travel frequently, including by car, plane, or other forms of transportation.
• Ability to drive for extended periods, often to client meetings, industry events, and other locations.
• Ability to lift and carry sales materials or promotional items, weighing up to 15 pounds when necessary.
• Ability to stand, walk, or engage in active discussions with clients for extended periods.
• Ability to navigate various environment, such as office buildings, trade shows, or outdoor spaces during sales visits.
• Ability to operate a mobile device, laptop, and other sales technology while on the go.
• Ability to communicate effectively in person, on the phone, and via email.
• Ability to engage in repetitive motions such as typing, dialing, or writing for extended periods when preparing reports, proposals, or emails.

Paylocity is an equal-opportunity employer. Paylocity is committed to the full inclusion of all individuals. We recruit, train, compensate, and promote regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. At Paylocity, we believe diversity makes us better.

We embrace and encourage our employees’ differences in age, culture, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion or spiritual belief, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We actively cultivate

these differences through our employee resource groups (ERGs), employee experiences, perspectives, talents, and approaches to drive innovation in the software and services we provide our customers.

We comply with federal and state disability laws and make reasonable accommodations for applicants and employees with disabilities. To request reasonable accommodation in the job application or interview process, please contact LeaveBenefits@paylocity.com. This email address is exclusively designated for such requests, aligning with federal and state disability laws. Please do not send resumes to this email address, as they will be removed.

This role can be performed from any office in the US. The pay range for this position is $83,900-$120,000/yr; however, base pay offered may vary depending on job-related knowledge, skills, and experience. This position is eligible for an annual restricted stock unit grant based on individual performance in addition to a full range of benefits outlined here. This information is provided per the relevant state and local pay transparency laws for the location in which this position will be performed. Base pay information is based on market location. Applicants should apply via

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