Meeting Planner

Meeting Planner JOB DESCRIPTON

Alcyone Events, a full-service meeting and event management company, is seeking an experienced and entrepreneurial Meeting Planner to support company initiatives. Under the direction of both the President and Operations Manager, the Meeting Planner is a primary contact for clients, accountable for ensuring that meeting components are delivered in line with client expectations.

Meeting Planner Job Overview

The Meeting Planner will be the primary point of contact with clients, providing regular status updates, addressing client concerns, and troubleshooting issues with vendors, hotels, etc., for a broad range of events including product launches, national sales meetings, and incentive programs in domestic and international locales. Strong experience planning on-site meetings/programs, managing vendors, booking venues and travel, communicating with executives and managing budgets within the pharmaceutical industry is essential for this position. The ideal candidate is a team player who can roll up their sleeves, adapt to shifting client demands, and problem solve across multiple projects each day.

● Full-time hybrid position (3 days in office) – must be able to work a minimum of 40 hours weekly Monday-Friday

● Flexibility to work evenings and weekends as needed for scheduled events, with availability to travel up to 40% for site visits, client appointments, onsite support, and meetings

● Source venues, destinations, activities, restaurants, and transportation including researching space availability to accommodate planned meetings and events. Work with junior team members and delegate as needed to compile client-ready presentations and space assessments

● Ability to oversee the build of online registration websites and surveys, and database management (reporting and tracking responses)

● Work with selected vendors on gift selection and other program related materials

● Manage and oversee meeting attendee communications in accordance with program timetable

● Ensure meetings are in line with all regulatory and compliance guidelines as required by client

● Prepare budgets and proposals as needed, maintain budgets throughout the lifecycle of the event

● Conduct ongoing evaluation of the effectiveness and efficiency of meeting processes including providing revision recommendations to management

● Provide on-site management and support of events as needed

● Maintain dedicated private home office space conducive to professional video calls and client interactions

● Possess excellent organizational and multitasking abilities in addition to strong time-management skills

● At least 4 years' experience working in a leadership role while supporting senior executives under high visibility and pressure

● Experience in hospitality or restaurant industry preferred but not required

● Prior experience with Stova, Cvent, or similar meeting management tools

● Valid passport required

● Preference given to candidates who reside in the Raleigh-Durham-Chapel Hill, NC area

● Strong organizational skills with excellent attention to detail

● Associate’s degree required. Bachelor’s degree preferred

● Skilled in Google Suite, Microsoft Office, Dropbox, and Zoom.

● Comfortable with learning new technology

● Ownership mentality and willingness to follow up promptly and sometimes repeatedly to execute critical tasks completely

● Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members, clients, partners, and vendors

● Strong written and verbal communication skills

● Resourceful problem-solver with strong judgment and decision-making capability

● Highly collaborative team-player who can also be extremely effective working independently

● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

● Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

· Bonuses / Awards / Gifts

· Paid time-off, vacation, comp days

- Medical benefits, with majority employer contribution

· 401K program with company matching

· Ongoing training and professional development

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

401(k)
Flexible schedule
Paid time off
Professional development assistance
Retirement plan

Experience:

Meeting Planning: 4 years (Preferred)

Work Location: Hybrid remote in Chapel Hill, NC 27514