What are the responsibilities and job description for the Meeting and Event Planner position at Infinix Global Meetings & Events?
COMPANY PROFILE
Infinix Global Meetings and Events is a full-service global events and meeting management company with a specialty division serving the pharmaceutical industry. With more than 25 years of experience, we take great pride in our service culture and our ability to deliver exceptional meeting experiences for our clients.
SUMMARY
The Meeting Planner is responsible for planning and delivering meetings and events of low to medium complexity, while providing hands-on support to the Meeting Services Department throughout all phases of the planning lifecycle. This role manages assigned programs independently, from initial planning and pre-meeting communications through on-site execution, site setup, and post-meeting reconciliation.
In addition to managing their own programs, the Meeting Planner partners closely with Meeting Managers to support larger or more complex meetings as needed. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring a high level of service and a seamless attendee experience. The role will include travel to oversee on-site execution of meetings and events.
ESSENTIAL DUTIES AND ACCOUNTABILITIES
- Establishes and maintains meeting databases, including event setup, invitations, participant information, and reconciliation.
- Develops, plans, and executes a variety of meetings and programs of low to medium complexity.
- Manages all meeting planning logistics from post-contract execution through final billing and reconciliation.
- Creates and maintains project timelines and workflows to ensure accurate and timely execution of meeting details.
- Coordinates and manages attendee participation, travel arrangements, and contingency planning.
- Procures resources and partners with vendors to support program execution.
- Maintains knowledge of venues, market rates, and industry best practices related to meeting planning and execution.
- Supports Meeting Managers throughout the contractual, pre-meeting, on-site, and post-meeting phases for higher complexity programs.
- Provides support for additional meetings and programs as needed.
QUALIFICATIONS
- Strong knowledge of meeting management, including budget maintenance.
- Domestic meeting destination knowledge required.
- Ability to work flexible hours, including long hours as needed based on program demands.
- Strong organizational and time management skills.
- Detail-oriented with a high level of accuracy.
- Strong negotiation skills.
- Proficient in Microsoft Office Suite.
- Strong written and verbal communication skills.
EDUCATION AND EXPERIENCE
- Bachelor’s degree in Communications, Business, Hospitality, or a related field preferred.
- Two to four years of prior experience in meeting planning or event management.
PHYSICAL DEMANDS
- Travel 20%-35% of the time, including weekends.
- Ability to lift up to 50 pounds.
- Frequent stooping, bending, squatting, and kneeling.
- May be required to stand or extended periods during meetings or programs.
WORK ENVIRONMENT
- Work is performed in a hybrid office environment or on-site at hotels, conference centers, or other designated meeting spaces.