Corporate Meeting./ Event Planner

Title: Corporate Meeting Planner

Client: Educational Testing Company

Location: Princeton, NJ (onsite 1-3 days per week)

Rate: $34-$38/hour

Position Type: Contract to full time hire

The Corporate Meeting Planner plays a vital role in the organization by sourcing event venues, negotiating and executing contracts, and managing vendor payment processes for meetings, conventions, and global travel operations. This position works closely with Strategic Business Units (SBUs), Functional Centers of Excellence (FCEs), and travel stakeholders to lead all phases of meeting, convention, and business travel procurement. Responsibilities include managing Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Requests for Information (RFIs) throughout the procurement lifecycle for both meetings and corporate travel-related services.

Key Functions

• Venue Sourcing and Contracting: The Corporate Meeting Planner is responsible for securing event locations and negotiating agreements, exercising a moderate level of independent judgment throughout the process.

• Procurement Document Management: This function involves drafting, managing, and administering RFPs, RFQs, RFIs, and service contracts of moderate complexity to ensure effective procurement processes.

• Contract Negotiation: The role conducts negotiations involving moderate financial commitments and ensures that all contract terms align with the organization's needs.

• Regulatory and Policy Compliance: The Corporate Meeting Planner must ensure adherence to local, state, federal, and internal policies, protecting the organization's financial, legal, and business interests.

• Internal Advisory Support: Serving as EVM's representative, the planner provides advisory support throughout the meeting procurement-to-contract lifecycle.

• Supplier Relationship Management: This function includes overseeing vendor performance and managing relationships until contract close-out.

• Market and Strategy Alignment: The planner maintains awareness of market trends and supports both short- and long-term procurement strategy development.

• Communication and Organizational Excellence: Strong written and verbal communication, negotiation skills, and effective work organization are essential to succeed in this role.

Key Responsibilities

• Evaluate procurement requests to ensure they comply with corporate policies, specifications, quantities, and delivery requirements.

• Prioritize and manage procurement workflows by selecting and approving suppliers in partnership with internal stakeholders.

• Develop and manage RFPs, RFIs, and RFQs to optimize organizational fund usage; analyze bid responses, negotiate terms, draft contracts, and award business accordingly.

• Review and negotiate supplier documentation, including contracts, leases, statements of work, and amendments, while identifying risks, liabilities, and unusual terms.

• Ensure compliance with security requirements such as technology, personal information (PII), and payment card (PCI) standards.

• Expand the participation of MWDVBE suppliers to align with corporate diversity and procurement objectives.

• Drive cost-savings initiatives by identifying opportunities for reductions, savings, and cost avoidance.

• Monitor market conditions for meeting and convention services; research industry publications and understand end-use requirements to inform procurement decisions and protect organizational interests.

• Demonstrate strong interpersonal and communication skills when working with management, internal clients, suppliers, and colleagues, promoting accuracy, fairness, and efficiency.

• Uphold ethical standards and regulatory compliance relevant to the position.

Process Outputs & Deliverables

• Execute the ETS Strategic Meetings Management Program while supporting global travel operations, delivering consistent, compliant, and efficient sourcing and contracting processes.

• Ensure successful commercial management of ETS-sponsored events and corporate travel programs, maintaining audit compliance through proper procurement, contracting, and financial controls.

• Adhere to bid processes and achieve cost-savings goals across meeting and travel sourcing activities, meeting annual savings, cost-avoidance, and efficiency targets.

• Oversee lifecycle project, contract, document, and budget management for meetings and travel services, maintaining accurate records and financial controls.

• Ensure financial management and reconciliation by processing supplier payments, reconciling invoices, and maintaining financial accuracy for both meeting and travel-related expenses.

Required Qualifications

• Education: Bachelor's degree in a business-related field, CMP certification, or an equivalent combination of education and experience in procurement, meeting planning, travel management, or project management.

• Experience: Two to four years of professional experience in procurement, project management, meeting planning, hospitality, or corporate travel operations.

• Technical Skills: Proficiency with Cvent and Microsoft Office applications; working knowledge of event and travel-related technologies, booking platforms (Concur), mobile tools, and reporting systems. Sharepoint.

Preferred Qualifications

• Experience integrating technology into meeting and travel workflows.

• Familiarity with strategic sourcing, travel management, or contract management tools.

• Advanced skills in data analysis or reporting related to events, travel performance, or procurement activity.