Meeting Specialist

The Meeting Specialist is the primary NCM representative who works in support of Executive Conference Moderator(s) and Consultant(s) to plan and execute 20 Group meetings, in-dealership meetings. The Specialist serves as the primary resource for meeting planning tasks including hotel accommodations, dinner reservations, activity planning, food and beverage, audio and visual requirements, and transportation. They also are responsible for ordering meeting product, reviewing data submissions and managing the timeline and submissions for composite runs and meeting pack shipments. All while managing input of data records in accordance with our meetings in Salesforce and supplying all documentation to the proper stakeholders within Retail Solutions, Data Services, Accounting and our contracted partners Ricoh and Maritz. 

Duties and Responsibilities

• Maintain a minimum two-year forward calendar of meetings and engagements.

• Review and submit Contract Request Forms; manage sourcing process with Maritz and update Salesforce upon contract execution.

• Oversee hotel contracting and execution, ensuring all terms, concessions, and deadlines are met.

• Initiate and manage hotel planning logistics (room blocks, reservations, banquet menus, AV, transportation, activities, moderator accommodations, etc.).

• Plan and negotiate food & beverage, audiovisual, transportation, and on/off-site events within standard operating timelines.

• Serve as primary contact for group dinners and activities; manage all logistics including pricing, contracts, dietary needs, waivers, entertainment, and transportation.

• Manage meeting registration and activity registration communications; track and update attendance in database.

• Act as liaison between members and hotels for room extensions, upgrades, and special requests.

• Coordinate deposits and payments for hotels and vendors; upload billing documentation to Salesforce and ExpenseIt.

• Collaborate with Moderators on meeting composites and required products; establish deadlines and coordinate with Data Services and Print Services to ensure timely execution.

• Troubleshoot missing data submissions and assist with composite decision-making.

• Manage meeting material proofing, editing, production requests, printing, packing, shipping, and on-site fulfillment (including shipment tracking and issue resolution).

• Monitor moderator travel notifications and pre-conference requirements.

• Track hotel attrition reporting, review charges, and update Salesforce accordingly.

• Maintain required meeting documentation and ensure accuracy of all client-facing materials.

• Build and maintain strong relationships with hotel partners, vendors, members, and families to enhance meeting experiences and secure optimal pricing and availability.

• Review post-meeting surveys, update group notes, and communicate improvements to stakeholders.

• Provide cross-team support and workload coverage as needed.

Qualifications

• Bachelor’s Degree preferred; however, requirement may be satisfied with equivalent combination of education and experience.

• A minimum of 2 years related work or industry experience.

• Knowledge of CRM/databases, project management tools, Salesforce.com a plus.

• Advanced capabilities with Microsoft Office.

• Ability to handle private and confidential information in accordance with company’s interests and policies, legal requirements, and business ethics.

• Strong time management skills.

• Strong organizational skills, attention to detail, and superior multi-tasking abilities.

• Solid problem-solving skills.

• Strong written and oral communication skills.

• The ability to work in a fast-paced environment and adapt quickly to change.

• While performing the duties of this job, the employee is routinely required to stand, walk, sit, speak, hear, see and use hands to handle objects.