Meeting Planner

Role DescriptionAn A-Plus Meeting Planner must be a detail-oriented professional with corporate meeting planning experience and be highly skilled at client management, project management, venue and vendor sourcing and contracting, budget management, agenda management, F&B management, and meeting technology tools. Exceptional customer service attitude is a must!

The primary role of a Meeting Planner is to develop and manage client programs from inception to reconciliation while building lasting relationships with clients, venues, vendors and team members. The person in this role will alternate between leading and supporting client programs, completing program deliverables per established timelines, assisting in the development of Meeting Coordinators, successfully collaborating with cross-functional team members, as well as participating in special projects.

Responsibilities

Meeting Planning

· Lead/Support strategic and logistic event planning, onsite execution and post-event wrap-up to include surveys, debriefs, budget reconciliation, and SOP documentation.

· Organize the sourcing and management of venues and vendors including transportation, décor, entertainment, activities, audio-visual elements, and DMCs.

· Using Teamwork Project, develop and manage project timelines in collaboration with cross-functional team members to ensure all deadlines are met.

· Ensure the timely and successful completion of deliverables according to the program objectives and established timeline.

· Coordinate with the client, stakeholders, and external vendors to keep projects on track and meet deadlines with successful outcomes.

· Review and approve attendee flight itineraries via the flight management system to ensure accuracy per attendee requests, as well as pre-determined budget and program parameters.

· Engage and manage external onsite staff as needed.

· Budget responsibility, which includes creating accurate budgets, researching costs, negotiating savings discounts, initiating purchase orders, approving invoices, tracking spend against budget, regular client updates, accountability for accurate cross-charge and accruals, tracking billable hours, timely submission of program expenses, and final reconciliation with strict attention to detail.

· Adhere to all company policies and processes.

Client Management

· Act as the primary point of contact when assigned as Program Lead, building long-term relationships with clients.

· When acting in a support role, assist the Senior Meeting Planner with client communication as assigned.

· Consistently fulfill and anticipate client needs.

· Conduct and keep records of regular client meetings.

· Act as liaison between the client and internal team members, hotel staff, and vendors.

Collaboration

· Collaborate with cross-functional team members and external staff (if applicable) to meet program objectives.

· Conduct regular internal staff meetings to communicate client updates/progress reports to internal and external staff.

· Partner with hotel staff and external vendors to accomplish program goals and exceed client expectations while working within budget constraints.

· Participate in strategic projects that impact the broader team and organization for continued improvement.

Requirements· Prior experience in successfully developing and maintaining key client and supplier relationships.

· Strong knowledge of project/event management and budget maintenance.

· Proven experience effectively managing multiple projects/demands.

· Strong organizational, multi-tasking, time management, troubleshooting, and project management skills.

· Ability to make quick, prudent judgment calls under pressure.

· Ability to prioritize and schedule tasks in a fast-paced environment.

· Exceptional customer service skills are a must.

· A team-oriented, positive attitude is essential.

· Pro-active spirit; initiative and follow-through are a must.

· Excellent business relationship and communication skills both written and verbal.

· Proficiency with Microsoft Office Word, Excel, PowerPoint and Outlook.

· Knowledge of Teamwork Project, Adobe Photoshop, Illustrator or InDesign.

Physical Requirements

· Must be able to travel up to 40% both domestically and internationally.

· Onsite staffing of events which requires walking and standing for multiple hours at a time.

Education· Degree in Hospitality, Event Management or related field or a minimum of 5 years’ experience in corporate event management.

· CMP or PMP certification preferred.