Senior Meeting and Event Planner

Job Description:

POSITION SUMMARY:

• End-to-End Planning: Research, design, and execution of diverse corporate events ranging from executive team retreats and headquarters events (10-299 attendees) to large-scale, multi-day conferences (300–1,600 attendees).
• Strategic Sourcing & Negotiation: Research meeting locations and activity venues; manage the full vendor lifecycle, including hiring, contract review and negotiations to ensure optimal value.
• Financial Stewardship: Develop and manage multi-project budgets and projections; oversee cost tracking, accounting, vendor payments and reconciliation.
• Operational Logistics: Direct all meeting mechanics, including complex itineraries, registration and rooming lists, meal planning (managing dietary restrictions), attendee collateral (name badge design, swag procurement, signage, etc.), timelines, and managing attendee change requests. Partner with Travel Management Company (TMC) on large meeting preparation and execution.
• Budgeting: Prepare detailed budgets/projections (cost and attendees) and track to actuals.
• Communication & Branding: Prepare professional communications that are consistent and engaging, including emails and promotional materials/event fliers; manage attendee post-event questions.
• Travel & Support: Provide travel assistance (flights, lodging, rentals) for executive management and visitors traveling to/from Bend, OR. Role requires travel 2-3 times per year for multi-day event management and site visits.
• Partner with Department Manager & TMC on website and app development, executive-level presentations, site visit itineraries, event themes/designs, post-event expense reconciliation, researching and tracking of information re: future program format/changes.
  
  

PRIMARY RESPONSIBILITIES:

60% - Meeting Planning and Management: On and offsite meeting planning details and oversight. Includes negotiations, contracts, site inspections/visits, agenda development, registration build out, website and app content, attendee communication, reporting, meeting attendance, venue and activity research, budgeting and projections, detailed billing report and reconciliation.

20% - Travel Assistance: Reserve and coordinate lodging, communicate confirmations, set up banquets and activities, identify and coordinate meeting room set-up/audio-visual needs, reserve company vehicles, coordinate rental cars for travelers, reconcile invoices.

20% - Administration: Budgeting, projections (cost and attendee), develop meeting materials and signage, consider program changes, develop attendee communication, strong written and verbal communication.

MINIMUM REQUIREMENTS:

Educational/Experience Requirements:

• Bachelor’s degree preferred (focus on Hospitality, Business, Communications a plus)
• 3 years of progressive experience in large-scale event management
  
  

Required Technical Skills/Knowledge:

• Strong communication skills
• General understanding of contracts
• Google Suite proficiency
• Report development
• Forecasting/budgeting
  
  

General Knowledge and Abilities:

• Adaptability: Thrives in fast-paced environments by managing multiple functions with precision. Demonstrates the organizational and time-management skills necessary to work effectively under pressure and pivot quickly as priorities shift.
• Process & Prioritization: Expertly manages multiple projects in various stages of completion. Leverages strong decision-making skills to navigate complex work assignments and consistently meet deadlines.
• Communication: Conveys both technical and non-technical information clearly and professionally across all levels of the organization. Meticulous in drafting and proofreading written communications, while remaining a proactive listener who asks insightful questions to foster cross-functional collaboration.
• Initiative: Takes ownership of project organization, management, and budgeting to ensure accurate and timely results.
• Teamwork: Builds and sustains cooperative relationships with executives, peers, and external partners. Operates with equal effectiveness as an independent contributor, a collaborative teammate, or a decisive team leader.
• Discretion: Maintains a high degree of confidentiality and exercises sound judgment when handling sensitive information.
  
  

Physical Requirements: Primarily an office position working on a keyboard. While managing meetings employee will be active - walking or standing for multiple hours, lifting (up to 20 lbs). Ability to travel approximately 10% of the time - vehicle and air.

Work Environment: Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.

BENEFITS:

• Annual profit-sharing bonus
• Medical, dental, vision, and life insurance
• Company-funded retirement plan - no cost to employee
• Paid holidays
• Paid time off
• Hybrid arrangements available (work 1-2 days/week from home)
• Tuition Assistance
• Employee discount
  
  

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.