What are the responsibilities and job description for the Meeting Event Planner position at Pan Am Travel?
We are seeking a detail-oriented, highly organized Meeting Planner to join our team. The ideal candidate will be responsible for planning, coordinating, and executing meetings, conferences, and corporate events from inception through completion. This role requires exceptional communication skills, strong multitasking abilities, and deep knowledge of event logistics and vendor management.
As a Meeting Planner, you will collaborate closely with internal teams and external partners to ensure seamless execution of all event components. Responsibilities include venue selection, contract negotiation, budgeting, travel coordination, and on-site event management. The ultimate goal is to deliver exceptional, high-quality experiences that align with organizational objectives and exceed participant expectations.
Success in this position requires the ability to anticipate needs, think critically, and provide solutions with professionalism and discretion. You must be comfortable working in a fast-paced environment and adaptable to shifting priorities.
This position offers the opportunity to oversee a wide range of events, including board meetings, training sessions, large-scale conferences. If you are passionate about event planning and thrive in a collaborative environment, we encourage you to apply.
Responsibilities
- Plan and coordinate meetings, conferences, and corporate events
- Manage event budgets and ensure cost-effectiveness
- Research, select, and secure venues; negotiate contracts with vendors
- Coordinate travel and accommodations for attendees
- Develop detailed event timelines and ensure milestones are met
- Oversee event setup, execution, and breakdown
- Communicate with stakeholders to clarify event goals and expectations
- Ensure compliance with health, safety, and organizational regulations
- Handle on-site issues and provide real-time solutions
- Evaluate event outcomes and prepare post-event reports
Requirements
- 5 years of experience in event or meeting planning
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills
- Proficiency with event management software and Microsoft Office
- Ability to work under pressure and meet tight deadlines
- Strong negotiation and vendor management capabilities
- High attention to detail with strong problem-solving skills
- Willingness to travel and work flexible hours
- Professional demeanor and customer-service orientation
Key Skills
- Event Planning
- Time Management
- Communication
- Negotiation
- Problem Solving
- Budget Management
- Vendor Coordination
- Multitasking
- Customer Service
- Attention to Detail