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AI Summary
You will be responsible for sourcing and validating supplier rates and availability across EMEA markets to ensure marketplace accuracy and responsiveness. Additionally, you will manage supplier relationships and leverage AI tools to optimize sourcing workflows and marketplace quality.
About the role
As our AI Event Supply Specialist for EMEA, you'll be responsible for rapidly sourcing rates and availability from suppliers across Europe, the Middle East, and North America, ensuring the Planned marketplace stays accurate, responsive, and competitive in real time. You'll manage a high volume of supplier interactions across multiple countries, languages, and contracting norms, prioritizing speed and efficiency while maintaining strong relationships and reliable communication. You'll also be the anchor for our supply coverage during EMEA business hours, keeping sourcing moving before our North American team comes online.
This is also an AI-forward role. At Planned, AI is embedded in how we work, from sourcing and proposal intake to supplier communications and marketplace quality. You'll use AI tools every day as a co-pilot, while bringing the judgment, relationships, and process thinking that make the output reliable. You won't need to be technical on day one, but you'll need genuine curiosity about how to make AI work harder for our team.
Your role
Rapidly source and validate supplier rates and availability at scale across EMEA markets, managing a high volume of requests with quick turnaround times to keep marketplace data accurate, up-to-date, and responsive in real time.
Marketplace operations
- Support the daily operations of the Planned marketplace in EMEA, monitoring sourcing health, flagging friction points, and helping resolve issues as they come up.
- Own supply responsiveness during EMEA business hours and hand off cleanly to the Montreal team, so sourcing progresses across time zones rather than stalling overnight.
- Review AI-generated actions, catching gaps, pricing outliers, or missing information the model didn't flag — including region-specific issues like VAT treatment, service charges, currency mismatches, and net vs. gross rates.
- Help maintain marketplace quality: accurate listings, up-to-date supplier information, and reliable response rates across a fragmented European supplier base.
Supplier relationships
- Manage relationships with EMEA suppliers — hotels, venues, DMCs, catering, AV, and activity partners — ensuring high-quality service, providing platform guidance, and being a consistent, responsive point of contact.
- Curate and triage inbound supplier requests, ensuring timely responses and escalating where needed.
- Support onboarding of new suppliers and track performance signals (response rate, pricing competitiveness, availability) to help identify top partners in each market.
- Navigate local commercial norms and expectations across markets, and flag where our standard terms need regional adaptation.
Sourcing and market expansion
- Assist in identifying and exploring new market opportunities: cities, regions, or supplier categories where our EMEA coverage is thin.
- Prioritize depth in our highest-demand hubs (London, Paris, Amsterdam, Berlin, Barcelona, Madrid, Milan, Dublin, Zurich, Dubai) while building enough coverage in emerging markets to say yes to client demand.
- Help source new suppliers and products, using AI research tools to move faster and cover more ground than manual prospecting allows.
Process and AI improvement
- Identify areas for improvement in our supply processes — repetitive tasks, manual handoffs, recurring quality issues — and bring them to the team.
- Partner with the Supply Manager and our AI Specialists to test, refine, and document AI-assisted workflows (sourcing agents, proposal intake, smart inbox, supplier performance tracking).
- Feed EMEA-specific edge cases back into our tooling and prompts, so the automation gets better at handling multi-country, multi-currency sourcing.
- Keep playbooks and SOPs current as processes evolve; documentation is part of the role, not a side task.
How we'll measure your success
You'll be held to the same KPIs as the Supply track in our operating model:
- Supplier SLA compliance — responses within agreed timelines, including during EMEA hours.
- Pull deal rate — maximizing commission capture on sourced events.
- Commission capture — meeting quarterly targets.
- Marketplace quality — accurate, up-to-date listings and reliable supplier performance across EMEA markets.
AI helps you hit these at scale. Your judgment makes the numbers trustworthy.
About you
- Team-oriented and adaptable, willing to step in where needed to support teammates and share workload — including across time zones.
- Ability to manage a high volume of tasks and projects simultaneously with impeccable organization.
- Comfortable working with a distributed team and a manager in a different time zone; you communicate proactively in writing and don't wait to be asked for a status.
- Iteration mindset — willing to try new things to get the job done.
- Strong work ethic and dedication — a real passion for improvement.
- Excellent communication skills, written and verbal.
- Curiosity about AI tools and how they fit into daily work — you don't need to be an expert, but you should be excited to experiment, iterate, and share what you learn.
- Comfortable questioning AI output — you treat it as a first draft, not a final answer, and you know the difference.
- Bias toward process: when something breaks or feels manual, your instinct is to document, improve, or automate it.
Requirements
- Fluent professional English, plus at least one additional European language (French, Spanish, German, or Italian) to maintain and grow our supplier network.
Nice to have
- Prior experience in hospitality, events, travel, or marketplace operations in EMEA.
- Experience sourcing across multiple countries or currencies.
- Exposure to AI assistants (ChatGPT, Claude, Copilot) in a work context — personal projects count.
Why Planned
You'll join a Customer Success team that is actively redesigning how event management operates at scale, pairing deep program expertise with AI-augmented delivery. The Supply function is central to that thesis: reliable marketplace performance is what makes every event we deliver possible. As one of our first supply hires in the region, you'll have unusual visibility, real ownership over how EMEA supply operates, and room to grow within the Supply track as the region scales.
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