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Meeting/Event Planner

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Position Summary:
• Exercises independent judgment in allocating time and budget resources to achieve meeting outcomes.
• Assists in development of work plan including timeline and budget, tracks and reports progress.
• Consults with Sr Events Planner and at times clients by researching and recommending meeting themes, sites and special event activities that support objectives; under direction of Manager, coordinates logistics planning and execution.
• Initiates proposals with vendors or sponsors on behalf of clients; works with Senior Planners/Manager to finalize contracts.
• Monitors meeting and event expenditures to stay within or below budget.
• Coordinates recharges and post meeting reporting of final budget and cost savings/avoidance.
• Coordinates the development of on-registration website, invitations, speaker presentations and all other collateral ensuring that materials are professional and appropriately reflect brand standards.
• Coordinates AV technical support, production and staging for meetings and events.
• Provides administrative meeting support for Senior Planner including on-site staffing. Updates and maintains department databases.
• Consults with clients and often leads planning committees to identify key issues, establish strategic direction, facilitate problem-solving and get decisions made.
• Exercises considerable independent judgment in allocating time and budget resources to achieve meeting outcomes.
• Develops overall work plan including timeline and budget, tracks and reports progress, evaluates results for client to ensure that meeting solutions are appropriate for the targeted audience, meet client’s financial and strategic objectives, and are consistent with department guidelines.
• Consults with client by researching and recommending meeting themes, sites and special event activities that support their objectives; oversees all logistics planning and execution.
• Independently negotiates contracts with vendors or sponsors on behalf of clients to obtain the best value and reduce risk.
• Oversees meeting and event expenditures to stay within or below budget.
• Coordinates recharges and post meeting reporting of final budget and cost savings/cost avoidance.
• Oversees the content development of on-line registration website, invitations, speaker presentations and all other collateral ensuring that materials are professional and appropriately reflect brand standards.
• Independently negotiates and arranges audio visual technical support, production ad staging for meetings and events.
• Updates/maintains and develops department databases. Leads efforts to improve departmental processes, with particular attention to project management.
• Models best practices for efficiency, timeliness and accuracy.
• Trains new staff.
• Provides direction and leadership to on-site execution team as well as direct support and liaison with client on desired program facilitation

BUSINESS IMPACT
• Individual supports the overall function of the planning team and leadership.
• May have client interaction or support clients on site in an ancillary role.

DECISION-MAKING
• Works collaboratively with Sr. planners and leadership on decisions that have affect on the client or program.

PROBLEM SOLVING
• Must problem solve independently, but generally functions in a team environment.

INTERACTIONS / COMMUNICATIONS
• Typically communicates with other Planners, administrative support, third party vendors.
• May interact with up to Executive level in onsite implementation, under some supervision

INDEPENDENCE / DISCRETION
• Requires common business knowledge and sense in regards to cost savings and visibility into sensitive meeting content and executive conversations.

REQUIREMENTS:
WORK EXPERIENCE
• 2-3 years of related experience in the meeting industry.

FUNCTIONAL KNOWLEDGE & SKILLS
• Demonstrated skill in project management and handling multiple deadlines and schedules.
• Thorough familiarity with Microsoft Office. Filmmaker Pro experience preferred.
• Excellent verbal and written communication skills.
• Thorough familiarity with Microsoft Office Excel, SignUp4, Filmmaker Pro, PowerPoint and other typical office software applications preferred.

CUSTOMER & INDUSTRY KNOWLEDGE
• Demonstrated skill in project management and handling multiple deadlines and schedules.
• Thorough familiarity with Microsoft Office. Filmmaker Pro experience preferred.
• Excellent verbal and written communication skills.
• Thorough familiarity with Microsoft Office Excel, SignUp4, Filmmaker Pro, PowerPoint and other typical office software applications preferred.

EDUCATION & TRAINING
• Bachelor’s Degree in Communications, Marketing or hotel management preferred; or equivalent experience.

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