Meeting Coordinator

Job Summary:

The Meeting Planner will be responsible for assisting in planning, coordinating, and managing all aspects of meetings and conventions (ground transfers/ F&B/ activities/restaurant reservations/rooming lists/manifests/budget recaps). The meeting planner will work closely with all operating companies, as well as outside vendors, to assure that the highest level of service is provided to our internal and external customers.

In-Office Requirement:

• Required in-office presence at least 4 days per week

Essential Functions:

• Identify the objectives of the event and determine the requirements that must be met to accomplish those objectives
• Assist with site selection and mapping out the initial agenda on RFPs
• Responsible for gathering information and costs for offsite events, F&B discounts, AV opportunities, transportation, and enhancements for events
• Monitor and maintain budgetary guidelines
• Assist in managing event registration websites using Cvent for meetings, incentives, and trainings
• Ability to multitask and organize overlapping meetings for 10-500 people
• Assist in coordinating all event logistics such as, but not limited to, sleeping rooms, transportation, food and beverage, audiovisual, and offsite events.
• Organize all program details for execution.
• Assist in approving invoices, maintaining financial records, credit card reconciliation, and reporting
• Work closely with third party staff while onsite for programs
• Partner with the Travel Department on travel manifest, changes, and policies
• Travel Required for large onsite meetings

Budget Responsibility:

• Responsible for assisting with each of the OPCO’s on forecasting, negotiating, and reconciling all meeting related charges.

Minimum Education and/or Experience:

• High School Diploma or equivalent
• Must have at least one year of experience in the Hotel Industry, Meetings Industry, or working in a similar role within an organization

Skills/Abilities:

• Excellent problem-solving capabilities
• Excellent oral and written communication skills
• Proficient in Microsoft Word/Excel.
• Ability to multi-task and interact effectively in a team environment.
• Consistently displays high character and a strong work ethic
• High energy, confidence, and ability to influence others

Core Competencies:

• Build relationships
• Develop people
• Lead change
• Inspire Others
• Think critically
• Communicate clearly
• Create Accountability

Benefits Overview:

Benefits are subject to change and may be subject to specific elections, plan, or program terms.  This role is eligible for the following:

• Medical, dental & vision
• Hospital plans
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
• Company paid Short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Transportation benefits
• Employee Assistance Program
• Tuition Assistance
• Time Off/Leave (PTO, Allegis Group Paid Family Leave, Parental Leave)

Salary Range:

$47,800 - $71,600

The position is bonus eligible

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email Lauren Lara at [email protected] or call 410-579-3526 for other accommodation options.