Meeting Planner

SUMMARY: The Meeting Planner will support meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details.

ESSENTIAL EDUCATION AND EXPERIENCE: Bachelor’s Degree or equivalency in a related discipline and at least three (3) years of experience in Event Planning or similar vocation. Should have proven experience within the meeting, hospitality or service industry.

SKILLS/COMPETENCIES REQUIREMENTS:

• Strong Team Attitude


• Works well independently and in a team environment


• Interpersonal skills


• Maturity


• Established vendor relationships relative to the industry


• Demonstrates effective negotiation and closing techniques


• Excellent written and verbal communication skills


• Organizational, planning, and prioritization skills


• Strong analytical, problem solving, and judgment skills


• Strong customer orientation


• Commitment to company values


• Experience with budgeting processes


• Proficient in Microsoft Office, including Word & Excel


• Willingness and ability to travel (approx. 15-20 times a year)

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Daily meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details such as arranging off-site venues, researching future meetings sites and working with hotel properties from the contract stage thru fruition of program, the coordination of attendee registration, program materials and the execution of the program.


• Stay abreast of Travel Industry and Government regulations. Work with authorities, governments, airlines to stay aware of and ensure we are acting in a legal and reasonable manner. Make sure there are no issues that will affect meetings or members’ travel.


• Securing, reviewing, writing, negotiating contracts


• Sending RFP’s and drafting proposals for future site options


• Site inspections


• Work with hotels on attrition and other billing issues


• Building/maintaining relationships with hotels, airlines, restaurants, DMC’s and travel vendors


• Creating function sheets, schedules for Board books, finalizing billing


• Creation & review of brochures


• Review of room blocks and notifying appropriate colleagues of current counts or attrition possibilities


• Perform other related duties incidental to the work described herein

PRIORITIES:  Customer Service/Relationships, Vendor Relationships, Program Event Planning and Oversight, Positive Team Attitude