Meeting Planner/Program Coordinator

Description

Meetings and Events International (MEI) is a meetings and communication company providing expert services and technology solutions for the life science industry. We produce live and virtual educational events for healthcare professionals and patients, with a laser sharp focus on compliance. Our success is a direct reflection of the talented people who make a positive difference for our clients every day. By joining our team, you are helping to provide an experience to our stakeholders that delivers on our promises. 

WHY YOU SHOULD JOIN OUR TEAM 

MEI is an established company that is devoted to employee professional development and well-being.  We are a company that wants to make our employees the stars that they are.  We not only offer a cohesive work environment, we also offer 14 holidays, three weeks paid time off the first year, 401k with a 4% match and immediate vesting, ESOP (employee stock option plan) medical, dental, vision, disability, life and last but certainly not least, pet insurance!  Our team also enjoys camaraderie, free lunches, snacks, anniversary program, hybrid work schedules, training, wellness challenges, and most importantly, being a part of a great team that knows how to work hard, have fun and get phenomenal results.   

ARE YOU GOOD FIT 

This position is not for everyone, so ask yourself: Are you a person who enjoys independent work, but also wants a collaborative environment where teamwork is truly valued?  Do you enjoy challenging days where you thrive in a faster paced environment?  Do you have good attention to detail?  Are you flexible in frequent change?  Do you like to make your customers happy while keeping them compliant in their work?  Do you enjoy fostering good relationships?  If so, please consider applying for this position today!

YOUR LIFE AS A MEETING PLANNER / PROGRAM COORDINATOR 

This full-time meeting planning position offers a standard schedule of M-F, 9am – 6pm and all the great benefits listed above, including breaks and lunches.  There is no travel involved as we plan all activities from our offices in Evansville, Indiana and Chicago, Illinois.   

Your first several weeks at MEI will consist of training for your role as a meeting coordinator/program coordinator.  This training will be hands on as you learn each task and build up your knowledge of the tasks and the compliance that goes with them.  Once training is complete and you are ready to work in partnership with your colleagues, you’ll be given a territory in the United States to manage with another meeting planner/program coordinator.   

Together, you will work primarily with representatives to take their meeting requests and put them in motion.  From helping the representatives submit meeting requests to making sure the audio-visual equipment has been delivered to the venue, you’ll manage all aspects in between.  Working with venues on contract, private rooms, pricing, menus, and audio visual.  Also working with representatives on budget, invites, RSVPs, and every need in between.  This work is all done through phone calls (incoming and outgoing), email correspondence and working collaboratively with the in-house team.  You’ll be working on many meetings each month and your days will not be boring!  Intertwined with your daily work will be unexpected challenges that will allow you to trouble-shoot, problem solve and critically think for compliant solutions while meeting the needs of the customer.   

ADD’L CLARITY ON POSITION 

We understand that getting a good picture of a position isn’t always easy.  Here is some additional information to provide clarification.

Communications aspect of role involves: 

• Providing excellent service to representatives and venues via email and phone 
• Collaborating with internal colleagues to support, problem solve, and deliver ‘out of this world’ service 
• Documenting  
• Solving unexpected challenges that arise, sometimes with only a moment’s notice (‘thinking on your feet’) 
• Thinking creatively about solutions, while staying compliant with those solutions 
• Partnering with another meeting planner/program coordinator that will work on the logistical aspect of this role 

Logistics aspect of role involved: 

• Working with venues to get venue contracts reviewed and agreed upon  
• Selecting menus within budgetary guidelines and dietary restrictions 
• Arranging catering orders for delivery within compliant guidelines 
• Creating banquet event orders (BEO) for venues that show our terms and conditions of each meeting 
• Documenting 
• Solving unexpected challenges that arise, sometimes with only a moments’ notice (‘thinking on your feet’) 
• Thinking creatively for solutions, while staying compliant with those solutions 
• Partnering with another meeting planner/program coordinator that will work on the communication aspect of this role 

Requirements

 WHAT WE NEED FROM YOU 

• A positive attitude 
• Willingness to learn a new industry 
• Energized by a fast paced environment
• Excited to work collaboratively with a team
• High attention to detail
• Ability to provide excellent customer service
• Your application and resume 
• 1-2 past employer references  

WHAT TO EXPECT AFTER YOU APPLY 

You should expect to hear back from us within a week.  Although we may not always make that timeline, we want you to know that we are taking our time to review all applicants equally.   You will typically hear from us via email. Please be sure to check all accounts, as our emails can sometimes be found in Social or Promotion tabs. 

MEI embraces diversity and equal opportunity, and we are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. If you require accommodation, please contact human resources at humanresources@meintl.com for assistance. 

Pre-Employment Screening: Drug screen and background check required.  

Salary : $43,000 - $46,000