Meeting Planner

Job Overview

Serve as the focal point for the client’s event team, representing the client brand with vendor partners and key stakeholders. Responsible for developing and executing all necessary logistics for multiple client programs, taking a consultative approach as the subject matter expert.

Responsibilities

• Consult with clients, co-workers, and service providers to determine objectives, requirements, and make recommendations for meetings and events.
• Update and maintain a planning timeline, ensuring milestones are met.
• Plan and execute meetings or events according to stakeholders’ guidelines, including site selection, hotel contract negotiations support, vendor negotiations, food and beverage selection, audiovisual equipment, meeting space layout, special décor, entertainment, accommodations, transportation, off-site dinners, and teambuilding activities.
• Manage giveaways and develop ideas to enhance program outcomes with cost-effective solutions.
• Negotiate vendor contracts in partnership with client’s purchasing team, ensure compliance, and build vendor relationships.
• Ensure accounting processes and financial deadlines are met, manage program budget, and review invoices for accuracy.
• Provide leadership and training to on-site staff, establish safety plans, and strive for positive employee and customer experiences.
• Provide input for standard operating processes and best practices, and follow client compliance policies.

Qualifications

• Troubleshooting situations effectively and at the source.
• Providing guidance or assistance for work activities as needed.
• Utilizing Cvent and Microsoft Office Suite.
• Managing multiple priorities and adapting to changing circumstances with exceptional problem-solving skills and ability to remain calm under pressure.
• Collaborating effectively within a team.
• Providing exceptional customer service.