Position Overview

The Meeting and Event Planner is instrumental in planning, coordinating, and executing various internal and external meetings and events for our organization. This role requires a dynamic individual who can manage all aspects of event planning, from initial conception to final execution.

The ideal candidate should have a strong background in managing various types of corporate events, possess excellent negotiation skills for dealing with vendors and venues, and be adept at working collaboratively with different departments within the organization.

The key focus of this position is to ensure that all meetings and events are executed flawlessly, align with the company's objectives, and leave a lasting positive impact on participants.

Accountabilities

Comprehensive Event Management: Manage the logistics of various internal and external corporate events, including company conferences and customer events.

On-Site Event Coordination: Provide on-site management and event support, ensuring smooth operation and immediate resolution of logistical issues.

Venue Selection and Site Visits: Research, evaluate, and conduct site visits to select the most appropriate venues for various corporate events.

Contract Negotiation and Management: Negotiate and manage contracts with hotels, venues, and vendors.

Planning and Budget Management: Collaborate with internal teams to plan meeting requirements, set agendas, and manage budgets, ensuring all events align with organizational goals.

Communication and Coordination: Maintain clear and consistent communication with internal departments and program staff to meet all event planning deadlines.

Menu Planning and Event Specifications: Coordinate food and beverage requirements with venues to establish menus and meeting specifics, ensuring high-quality attendee experiences.

Documentation and Information Dissemination: Prepare and distribute documentation and relevant information to staff, venues, and vendors to effectively communicate event needs.

Support for Internal Departments: Assist various departments with site selections, contract negotiations, and logistical support for their specific events.

Financial Management and Invoice Processing: Manage, verify, and reconcile invoices from hotels and vendors, ensuring accurate billing and timely payments.

Flexible Project Management: As required, take on additional responsibilities for organizing and managing various meetings and special projects.

Required Skills and Competencies

Bachelor’s Degree in event management, hospitality, marketing, or a related field.

Certification in Event Planning or a similar area will be considered a plus.

Minimum of 5 years’ experience in corporate meeting, large event planning, administration, and management.

Knowledge of meeting/event planning and administration principles and practices with the ability to utilize meeting planning technology.

Knowledge of MS Office (Word, Excel, Outlook, etc.) and basic accounting principles.

Strong organizational skills for multiple meeting/event management.

Excellent oral and written communication.

Ability to keep detailed records for coordinating meetings/events and their history.

Ability to handle project time and workload efficiently.

Ability to negotiate contracts.

Must be able to travel overnight approx. 10-20% of the time.

The estimated annual base salary for this position is $65,000 to $75,000. Please note this range does not include any other compensation or benefits that an individual may be eligible for. The salary offered depends on a variety of factors, which may include the qualifications of the individual applicant for the position, level of education attained, and/or professional certifications, years of relevant experience, special skills, etc.