Description

Responsible for the development, planning and overall operational execution of meetings, conferences, conventions, incentive travel programs, and/or special events for internal clients. The Meeting Planner works on a variety of programs simultaneously and serves as the day-to-day planning contact for each respective internal stakeholder. 

Requirements

ROLES AND RESPONSIBILITES:
-Plan and manage meetings, conferences/conventions, and high-level travel & incentive programs that include multiple hotels/venues, audiences, agendas and multi-faceted details. 
-Maintain concise and accurate event budgets while generating creative cost savings ideas. 
-Negotiate vendor contracts and build long lasting partnerships.
-Manage program timeline. Meet deadlines accordingly. 
-Develop and conduct client site inspections and follow up with site inspection notes, revised estimated budget, program itinerary, and program timeline. 
-Facilitate the creative direction and overall development timeline of registration sites, proofread, present and gain client approval. 
-Schedule, prepare and facilitate team meetings with respective program teams for each assigned program. Prepare meeting recaps and distribute to respective team following each team meeting. 
-Facilitate the creative direction and fulfillment of program related participant and host communication materials, including, but not limited to save the dates, registration announcements, room gifts, pre-trip and on-site materials, including program signage and participant name badges. 
-Negotiate and contract ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors. 
-Devise on-site program operations staff recommendations based on specific role and responsibility, scope of program and continuity with respective client. Direct budget allocation and logistics. 
-Track and manage air, hotel and vendor attrition, cancellation and deposit schedules. 
-Coordinate and execute client VIP/Host Special Needs during planning and program execution. 
-Develop and manage all meeting specs (including rooming lists, room sets, food & beverage, audio visual needs) to be used internally and externally as it relates to each program. 
-Travel on-site as directed and serve as lead representative for suppliers and client. 
-Conduct internal pre-program briefings and debriefings, including client briefing and debriefings. 
-Reconcile all final billing and facilitate payments to hotels/vendors.

REQUIRED TECHNICAL SKILLS:
-Minimum of five (5) years’ experience in coordinating, event planning and execution of incentives, conventions, conferences and/or other large scale special events.
-Proficiency in Microsoft Office applications.
-Proficiency in Cvent event management software.

REQUIRED EDUCATION:
-Bachelor’s degree required or relevant work experience.

OTHER KEY QUALIFICATIONS: 
-Minimum of Five (5) years’ experience in account/client management. 
-Minimum of Five (5) years’ experience managing outside vendors, sourcing and negotiating contract services. 
-Ability to manage and engage complex and diverse audiences from executive management to non-exempt employees in order to drive results. 
-Effective organizational and time management skills, with a strong ability to manage multiple complex projects and timetables. Able to work well under pressure and adapt to ever-changing scenarios.
-Ability to identify client needs and respond creatively listening to information, asking probing questions, applying knowledge and determining solutions. 
-Requires ability to travel by car, plane and train for prolonged perio