MEETING & EVENT PLANNER

Job Summary

Key Responsiblities:

• Plan and execute events/meetings with client colleagues
• Coordinate all information for on-site events and be the main liaison between the client and all service vendors to plan, set up, execute and ensure total meeting success
• Liaison with Site Affairs team to manage Site Wide Events
• Work with partner planners, and Reserve Team booking and reserving meeting space and equipment as necessary
• Develop plans for meeting set up and meeting room design
• Maintain confidentiality related to the people and contents of the event
• Enter meeting specifics into the central database/filing system
• Assign meetings/events from meeting request forms that come in if needed
• Maintain and keep meeting schedule data base current
• Set up folders for the following year for all meetings scheduled
• Schedule and run bi-weekly Event Order meetings
• Assist running Site Affairs meetings
• Create and manage conference and event budgets
• Review all meeting invoices/accounts payable and forward for appropriate signatures and payment ensuring timely processing
• Planners may be asked to fulfill other roles such as: Work with the Site Guidelines committee and edit guidelines as requested
• Set up and maintain yearly spread sheet of cost savings, sustainability, continuous improvement. Monitor sheet monthly to make sure formulas stay correct for accurate totals
• Understand Corporate Audio Visual and technology
• Understand the Catering connections affiliated with corporate meetings and events
• Assist the Conference Planners, Meeting Coordinators and Logistics Coordinator with day-to-day activities and responsibilities as needed. Oversee the day-to-day operation.
• Cross train with staff
• Manage Outside Vendor program - Coordinate with Outside Vendor program to set up vendors for the site. Schedule logistics for tables (set up/break down), log vendors into Saver. Meet and greet vendors
• Assist meeting coordinators in booking and brokering rooms on the conference and event space management system
• Perform pre-cons, post-cons, planning calls

Hospitality Core Competencies:

• Requires the ability to interact with all clients in a professional and friendly manner despite periods of stress
• Teamwork - one team mentality, demonstrate respect, share the workload, and trust your colleagues
• Multi-tasking ability - balance multiple inputs and needs to reach the needed objective
• Flexibility - be enthusiastic, adaptable, and resilient
• Attention to detail - seek clear understanding and drive all issues to successful resolution
• Time Management - use your time effectively and productively
• Communication - understand verbal and non-verbal cues, be an active listener. Show genuine respect and empathy
• Interpersonal skills - demonstrate cultural awareness. Create memorable experiences. Demonstrate care for others.
• Problem solving - accurately and objectively define issues. Take initiative to resolve.