Meeting Planner

Meeting Planner 

This is a hybrid position that is based in our Chicago/O’Hare Area office. Applicants must live within a 100-mile radius of the home office to be considered for the position. 

Your Purpose: The Meeting Planner is responsible for planning and executing SOA’s major meetings, volunteer gatherings, events, and seminars. This role also supports the Director and Manager with additional meeting-related tasks. The ideal candidate is highly organized, detail-oriented, and skilled at prioritizing and multitasking in a fast-paced environment. This visible role interacts with SOA members, volunteers, sponsors, and exhibitors, representing the organization within the hospitality industry. 

 What You’ll Do:   

• Manage site selection, RFPs, and contract negotiations in alignment with SOA policies.
• Serve as the primary liaison with venues, vendors, and contractors.
• Build and maintain relationships with hotels, AV providers, and convention bureaus.
• Coordinate logistics, event shipments, and onsite operations for assigned meetings.
• Review and process invoices, ensuring accurate payment and recordkeeping.
• Manage room blocks, tracking, and reporting to meet contractual requirements.
• Partner with vendors for services such as AV, transportation, and offsite events.
• Support development and upkeep of departmental SOPs.
• Participate in relevant industry associations.
• Travel onsite to meetings as needed.
• Perform other duties as assigned.

What You’ll Need:  

• Bachelor’s degree in Hospitality Management or equivalent event experience.
• Certified Meeting Professional (CMP) designation preferred (or in progress).
• 3–5 years planning large-scale meetings (500 attendees) with full logistics through onsite oversight.
• Ability to travel is essential.
• Nonprofit or association experience preferred, experience with virtual events a plus.
• Strong communication and collaboration skills with members, volunteers, vendors, and staff.
• Sound judgment and ability to apply policies to varied situations.
• Proven project management skills and fiscal responsibility across multiple events.
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Proactive, adaptable, and focused on continuous improvement.

What We Offer:  

• Competitive Compensation: We understand the value of your contributions, and we ensure that you are rewarded competitively for your skills and dedication.
• Generous Paid Time Off: Achieve a work-life balance with ample paid time off, giving you the flexibility, you need for personal and family responsibilities.
• Professional Development: We invest in our team's growth. Take advantage of opportunities for continuous learning and career advancement, including tuition reimbursement and continuing education funding.
• Health and Wellness: Your well-being is important to us. Enjoy access to comprehensive health benefits, wellness programs, including our Employee Assistance program (EAP) and wellness reimbursement.
• Disability Coverage: Gain peace of mind with our comprehensive disability coverage, including life, short-term, and long-term disability benefits.
• Retirement Planning: Secure your future with our 403(b) plan and generous employer contribution.
• Maternal/Paternal Leave: Embrace parenthood with confidence, knowing that we've got you covered every step of the way. Our maternal/paternal leave policy is designed to give you the time you need to bond with your newest family member without worrying about work.
• Flexible Work Environment: Embrace a flexible hybrid environment that supports your productivity and work-life balance.
• Diversity and Inclusion: We celebrate diversity and foster an inclusive workplace where everyone's unique perspectives are valued.

The SOA will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, religion, age, sex, pregnancy, national origin, ancestry, disability (mental or physical), genetic information, military or veteran status, marital status, order of protection status, gender identity, sexual orientation or any other category protected by applicable law. Such action shall include but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination.