Senior Meeting and Events Planner (14163)

Senior Meeting and Events Planner (14163)

Vacancy expired!

The senior corporate event planner plays an integral role in the travel department by sharing experience and providing guidance while also managing and implementing incentive trips, business meetings and training academies. Ability to manage multiple clients a must. Exceptional people skills and a willingness to work in an ambiguous environment are key factors to success. The corporate event planner must be able to travel 40% of the time to assist senior staff in executing large events both domestically and internationally. This role is also responsible for the sourcing, planning, and execution of small to mid-sized events from beginning to end. This role will be a client owner for specific meetings in their entirety without assistance from senior staff.

Primary Duties and Responsibilities;

• Coordinate and lead all team meetings - establish agenda, track in flight deliverables, keep team on task to due dates and send meeting notes with new deliverables assigned


• Manage the MASTER meetings list, update with initial information from contracts, and share with marketing monthly


• Act as a backup and senior support for other planners as necessary


• Create and maintain a meeting history & trend by meeting type and company


• Complete project timeline; establishes a work flow schedule with suppliers to facilitate prompt and accurate handling of all program details.


• Utilize Cvent software to manage program from contract turn-over meeting to final bill completion


• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed


• Communicate between Marketing and meeting owners for registration/app requirements on assigned programs


• Coordinate and attend site inspections as needed


• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.


• May conduct program debrief with meeting owner


• Work with accounting to complete final bill, review final billing prior to final reconciliation


• Maintain accurate records, system input, and complete file management in all meeting folders


• Evaluate program impact and reassess objectives and outcomes; plan for continuous improvement


• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program


• Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc


• Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to Sr Director of Corporate Travel and communicate changes on a consistent basis.


• Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction


• Partner with third party suppliers to arrange their services


• Develop strong relationships with multiple contacts within company and supplier organizations.


• Responsible for accurate meeting forecasting


• Onsite execution and meeting ownership

• Menu Planning


• Budgeting


• Cvent


• Forecasting


• Clear and concise communication on deliverables and open issues


• Manage multiple client events beginning to end


• Onsite meeting execution and ownership


• Ability to work accurately and timely - in order to meet deadlines.


• Ability to be flexible and handle change well


• Analytical skills required


• Microsoft Word and Excel experience - Intermediate level


• Ability to travel up to 40%


• Transportation management


• Detail oriented


• Project Management


• Self-Starter


• Ability to Multi-task and close projects within a predetermined timeline

• Bachelor's Degree (or equivalent experience)


• CMP a plus


• Team Lead or project management


• Prior planning experience for meetings ranging from 20 -300 attendees


• Domestic and International planning experience


• Onsite meeting execution


• RFP process


• Contract Negotiation


• Transportation management


• Event Registration experience


• Cvent


• Menu planning


• Rooming and housing management


• Budgeting