Meeting Planner

Are you looking for an opportunity for advancement in a collaborative work environment that offers work-life balance and excellent benefits? The Society for Mining, Metallurgy & Exploration Inc. (SME) hires and rewards great people who are passionate about serving our members. We offer competitive compensation and benefits as well as distinctive benefits like a Safe Harbor 401(k) and Company Match 401(k) plan, flexible work schedules including a 9/80 Work Schedule, and Winter Break from December 24th – January 1st.

SME, www.smenet.org, is a scientific and technical society (501(c) (3) corporation) whose more than 13,000 members globally in more than 100 countries. SME members include engineers, geologists, metallurgists, educators, students and researchers focused on innovations in mining engineering. SME nurtures a professional community, develops technical content, and provides networking and educational opportunities for the mining industry.

TITLE: Meeting Planner

DEPARTMENT: Meetings Department

WORK TYPE: Full-Time Exempt

LOCATION: 12999 E. Adam Aircraft Circle; Englewood, CO 80112

PAY RANGE: $55,000 - $65,000 DOE

BONUS: 8% bonus potential based upon achievement of defined goals

401(K): 3% automatic safe-harbor match, plus 80% elective deferral match of the first 5% contributed by the employee

BENEFITS:

Medical, Dental, Vision, FSA or HSA*, Short-Term Disability Insurance, Employer Paid

Life Insurance, Employer Paid Long-Term Disability, Travel Assistance, and EAP. Sick, Vacation, and Holidays including Winter Break office closure from 12/24-1/1. 9/80 Work Schedule option.

SCHEDULE: Hybrid Work Schedule. First 90 Days: Monday – Thursday in the office, Friday remote. After that time, the remote work policy is Tuesdays and Wednesdays are in-office days and Mondays, Thursdays, and Fridays are eligible for remote work.

JOB SUMMARY

Responsible for the development, planning, organizing, management, administration, profitability, and

effectiveness of assigned SME conferences. Collaborates cross-functionally with Marketing, Programming, IT, Web Development, etc. to create successful events.

Key Responsibilities:

Reasonable accommodation may be provided to enable individuals with disabilities to perform the assigned and essential functions.

• Responsible for the development, planning, organizing, management, administration, profitability, and effectiveness of various SME conferences.
• Collaborates cross-functionally with outside departments to create successful events.
• Keep projects organized and moving towards a common goal/deadline while also maintaining standards and best practices
• Work independently, managing groups of volunteers and co-workers while establishing and meeting deadlines.
• Manage and report on pre-meeting financial projections, as well as post-meeting financial reconciliation of meeting invoices, including hotel and other general vendor bills.
• Frequent communication with association staff, association members, vendors, and hotel staff.
• Responsible for preparing and distributing meeting logistic information to staff prior to meeting.
• Manage and directs logistics, including tours, transportation, activities, menu selection, guarantees, billing and all specifics of meeting planning.
• Establish and maintain relationships with preferred supplier partners. Manages vendor relationships including housing registration and general services contractor, ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
• Provide on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, and wrap up.
• Ensure events meet legal, safety, and health requirements and regulations; obtain necessary permits.
• Assist staff with budget preparation and documentation for Regional and Annual conferences.
• In collaboration with the Director of Meetings, oversees 3rd party registration/hotel provider (focusing on attendees), ensuring registration policies and procedures are implemented and hotel blocks are properly managed.
• Conduct site visits for future events and collaborate with staff on final site decisions.
• Establishes relationships with local contacts prior to events.
• Research, evaluates, and negotiates contracts including hotels, 3rd party partners, shippers, event suppliers, etc.
• Develops and maintains current lists of available venues, services, and pricing options.
• Other duties as assigned.

Required Education and Experience

• Bachelor’s degree in business administration or related field
• And 3 years of experience in Meetings, Project Management, or Event Planning
• Or an equivalent combination of education and experience.

Preferred Education and Experience

• CMP Preferred
• Association experience a plus
• Experience planning a city-wide function with 5,000 attendees

Travel

10-15% Travel.

The above qualifications and requirements are representative, but not all-inclusive, of the knowledge, skills, and abilities required for the position.

EOE/Minorities/Females/Veterans/Disabled