Meeting Planner

Summary/objective

Reporting directly to the Asst. Director, Meeting Planning. The Meeting Planner will lead all aspects of meeting logistics from initial planning through onsite execution and post-event reconciliation.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

·       Work with Education teams to prepare and distribute informational correspondence

                  for Faculty/Participants/Staff

·       Negotiate contracts and manage all aspects of external supplier relationships

·         Develop & monitor event budgets

·       Coordinate travel with preferred travel agency and ground transfer providers

·       Initiate and follow-through with hotel staff for all logistical needs from planning, onsite and post-event management

·       Prepare logistics grid, floor plans and specific instructions for hotel, suppliers, and

assigned staff

• Assess onsite logistical support needs
• Serve as the point of contact for onsite logistical support team
• Coordinate all activities and manage their performance, provide feedback as needed and ensure accountability
• Work with the appropriate teams to ensure that all requirements for educational activity are met

·       Reconcile hotel invoices, post-event financials and monthly course budgets.

·       On-site administration/registration coordination as needed

·       Know and follow all laws and policies that apply to one's job, and maintain the highest levels of professionalism, ethics, and compliance

·       Ensure accreditation requirements are consistently met

Additional Job Functions

• Management of logistics for AO NA programs and events as assigned
• As-needed travel to the corporate office for pack-up, shipping, and team meetings.  

Competencies

·       Independent, results driven, and committed to the success of the organization

·       Excellent problem-solving skills and decision-making abilities under pressure

·       Entrepreneurial; self-motivated, service-oriented approach

·       Strong attention to detail and follow-through 

·       Proficient MS Office suite and ability to use all tools available for communication, 

documentation, and storage

·       Proficient proofing and writing skills

Supervisory responsibilities

There are no direct reports for this role

Work environment

The work environment is standard indoor office environment.

Physical demands

Packing/shipping event materials from office environment to onsite venues. Set-up and lifting requirements include handling and maneuvering event materials weighing up to 50 pounds. Ability to stand and walk for extended periods, including several consecutive hours

Travel required

Traveling for work is typically airline travel with standard hotel/convention center indoor environment.  Extensive travel required, including weekends. Passport required for International Travel (e.g. Canada).

Required education and experience

·       Bachelor’s degree or a minimum of 3 years’ meeting planning experience is required

Preferred education and experience

• Certified Meeting Planner (CMP) or ability to obtain certification once eligible  

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.