Meeting and Events Planner

Plan and coordinate logistical aspects of small to mid-scale internal meetings, conferences, or special events. Meet with internal (or external as required) customers to understand the goals and objectives of the meeting or event. Coordinate services such as the meeting space, registration, event rooms, hotel rooms, air, ground or bus transportation, menu planning/food service, speakers, provision of audio/visual equipment, technology needs, entertainment and other related support services. Prepare and distribute invitations, agendas, and other materials/handouts as needed. Solicit bids from venues and service providers, inspect venues to ensure that they meet the customer's requirements, and recommend facility selection. Monitor event activities to ensure the customer and event attendees are satisfied and resolve any problems that arise. Record feedback from events. Negotiate rates and contract clauses with suppliers, adhering to pre-defined parameters. Assist with certain components of high-profile board and executive meetings. Assist team members responsible for the strategy and development of events and experiences.

Job Duties and Responsibilities

• Oversee the planning and execution of internal department events by serving as the main planner
• Use event management software and become a power user of the software to unlock all capabilities that can be utilized across the organization skills
• Oversee the hotel contracting process from start to finish across all events
• Research and plan accommodations, all methods required for transportation, meeting space, hotel rooms, offsite venues, onsite or offsite activities, and other logistics as necessary, using RFPs, site visits and other evaluation criteria to determine best option against goals and objectives
• Compile project plans which summarize costs, event times, attendance numbers, equipment needs, catering, decorations/floral, and other related details
• Assist with certain components of high-profile board and executive events as requested
• Maintain accurate and updated data related to guest list, travel logistics, room blocks and other items
• Provide onsite management and post-event evaluations
• Manage multiple deadlines with each meeting process and make decisions based on the needs and objectives of the meeting
• Maintain records of event aspects, including financial details of event activities and reconciles event-related expenses to budget in a timely manner
• Utilize various technology systems and software to support meeting planning end-to-end process
• Communicate with staff and team members to ensure a successful meeting
• Be aware of, and comply with, all corporate policies
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Education and Experience

• Undergraduate degree in business, communications, or related curriculum (or equivalent combination of experience and education)
• 2 to 5 years of meeting and event coordination/planning or related experience
• Certification and/or License - Certified Meeting Professional (CMP) or Certified Meeting Manager (CMM) preferred

Knowledge, Skills, and Abilities

• Must be willing to travel 15-25% (1-2 times per quarter)
• Knowledge of and skill with Microsoft Office Suite and company computer systems
• Able to communicate clearly and effectively, both verbally and in writing for a diverse range of internal and/or external audiences
• Able to establish effective relationships with internal staff, external customers, and vendors
• Able to handle challenging or conflict situations with tact and professionalism
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to adapt to change effectively (flexibility)
• Able to think creatively and problem solve
• Able to work independently and as part of a team
• Able to work with accuracy and attention to detail
• Able to multi-task, prioritize and meet deadlines
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Must be able to read, write and speak English

An Equal Opportunity Employer