Meeting Planner

Meeting Planner

Requirements

• Prior meeting planning experience preferred
• Excellent project management, organizational, and communication skills
• Passion for creating engaging and customer focused events
• Ability to manage multiple meetings and partner with many stakeholders independently
• Strong interpersonal and collaborative skills, client service oriented
• Agile within a fast-paced environment, adaptable to changing priorities, and committed to meeting deadlines
• Proven contract negotiating and budget management skills
• Financial services and insurance industry experience a plus
• Travel requirement: up to 40%

Responsibilities

• Lead the planning, development and execution of all aspects of assigned meetings (i.e. Advisory Councils, Incentive Trips, Sales Meetings, Board of Directors Meetings, Leadership Conferences) for internal clients and stakeholders
• Establish, communicate, and maintain effective working relationships with internal clients (i.e. senior leaders, business partners, project managers)
• Consult with internal clients to gain an in-depth understanding of the meeting objectives in order to plan various on and off-site events such as business meetings, dinners, tours, activities, and entertainment
• Prepare accurate meeting budgets for internal clients and controllers for review as well as deliver high quality meetings within budgets and perform timely reconciliation of master bills and expense reports
• Assist in development of project timelines and plans as it pertains to meeting planning and logistics
• Build and maintain strong relationships with internal clients, internal resource groups, and vendor partners
• Heavily contributes to the overall goals of the company by achieving financial savings through skillful contract negotiations and cost avoidance practices, while adhering to compliance and corporate travel policy and procedures
• Develop clear, innovative, and insightful program and venue recommendations
• Partner with internal resource groups to support meetings as needed (i.e. technology production, communications, marketing). Work with the procurement and legal departments to review all contracts and addendums
• Maintain outside vendor relationships to support prompt and accurate delivery of products or services (i.e. gifting, travel, production) which also meet financial goals and event budget
• Create meeting web sites and online registration forms through Cvent, utilizing the system to communicate with attendees and to generate travel related reports
• Assist with creating meeting collateral including invitations, name badges, agendas, branding and signage
• Manage all aspects of logistical planning, which includes but are not limited to coordination of transportation, food and beverage planning, space management, group activities, speaker and entertainment arrangements, technology and production coordination, and gifting
• Coordinate with and manage travel staff and vendors, providing clear communication and direction
• Travel to and independently manage assigned meetings

Preferred Qualifications

• Prior meeting planning experience preferred
• Financial services and insurance industry experience a plus