940 Meeting Planner jobs in the United States

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world's most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E's team of 1,800+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can't guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E atbcdme.com/careers

About the Role
Are you ready to take your event planning skills to the next level? As our Meetings and Events Specialist, you'll orchestrate unforgettable experiences, from brainstorming creative concepts to managing intricate logistics. You'll be the go-to person who helps clients make their events memorable and cohesive while ensuring everything runs smoothly. Join us in creating extraordinary events that leave attendees inspired!

You're Good At:

• Sourcing and negotiating with venues and vendors to get the best deals for our clients
• Managing complex event logistics with keen attention to detail
• Providing outstanding customer service - you thrive on making our clients happy!
• Creating budgets and keeping track of expenses like a pro
• Building strong relationships with clients, vendors, and suppliers

You Might Also Have:

• Experience in event planning or project management
• A knack for creative problem-solving and innovative thinking
• Familiarity with event technology and registration systems
• A passion for travel - you don't mind hitting the road occasionally!
• Certification in event planning or related field (a plus!)

If you're passionate about creating exceptional meetings and events, we want to hear from you! Apply today and let's make some magic happen together!

THE PERKS

Flexible Working
We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow
Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice
We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move
The diversity of roles across BCD M&E's global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career - there's always room to move.

We've got you covered
Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We're positive. You'll love it.
It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the US for the position of Meeting Planner is between $68,640 - $90,000. The actual pay depends on your skills, qualifications, experience, geographical location, and project budget.

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Meeting Planner

Location: Irving, TX

Reports to: Senior Manager, Events & Expositions

Job Summary:

The Meeting Planner is responsible for supporting the planning, organization, and execution of the association's annual PPAI Expo and 4-5 membership Events throughout the year. This position requires strong attention to detail, organizational abilities, and proactive problem-solving skills to ensure seamless event execution.

Travel Requirements:

This role requires travel to support key events, including:

January: The PPAI Expo

May: North American Leadership Conference (NALC)

June: Women's Leadership Conference (WLC)

September: Responsibility Summit

October: Leadership Development Conference (LDC)

Site Visits: Throughout, As Needed

Key Responsibilities:

• Event Logistics (25%): Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy.
• The PPAI Expo Logistics (25%): Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution.
• Event Onsite Support (15%): Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned.
• Expo Onsite Support (15%): Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans.
• Budget and Invoicing (5%): Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives.
• Milestone & Timeline Management (5%): Maintain and track critical deadlines to ensure all key event milestones are met.
• Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

• 2+ years of experience in event management.

Knowledge, Skills and Abilities:

• Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
• Attention to Detail & Adaptability: High attention to detail, problem-solving, and flexibility to handling onsite changes.
• Effective Conflict Resolution & Problem Solving: Skilled in negotiation skill and strategic thinking to tackle challenges and resolve conflict efficiently.
• Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
• Financial Management: Ability to budget, track expenses, and ensure cost-effective event execution.
• Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations

Specific Qualifications:

• Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
• Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
• Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
• Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status: Exempt
• Compensation: Salary
• Job Status: Full-Time
• Daily Schedule: Flexible
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity:

• Manual Labor & Heavy Lifting: Involves lifting, carrying, and positioning event equipment and materials
• Frequent Walking & Active Movement: Extensive on-foot travel throughout event spaces to oversee setup and logistics
• Dynamic Physical Tasks: Requires pushing, pulling, bending, and stooping to assist with setup and adjustments.
• Prolonged Standing & Sitting: Alternates between stationary and active roles depending on event needs.
• Endurance & Stamina: Long work hours, extended workweeks, and high-energy demands, especially during peak event periods.

Work Environment:

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.

PPAI is an Equal Opportunity Employer (EOE)

Meeting Planner

Location: Irving, TX

Reports to: Senior Manager, Events & Expositions

Job Summary:

The Meeting Planner is responsible for supporting the planning, organization, and execution of the association’s annual PPAI Expo and 4-5 membership Events throughout the year. This position requires strong attention to detail, organizational abilities, and proactive problem-solving skills to ensure seamless event execution.

Travel Requirements:

This role requires travel to support key events, including:

January: The PPAI Expo

May: North American Leadership Conference (NALC)

June: Women’s Leadership Conference (WLC)

September: Responsibility Summit

October: Leadership Development Conference (LDC)

Site Visits: Throughout, As Needed

Key Responsibilities:

• Event Logistics (25%): Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy.
• The PPAI Expo Logistics (25%): Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution.
• Event Onsite Support (15%): Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned.
• Expo Onsite Support (15%): Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans.
• Budget and Invoicing (5%): Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives.
• Milestone & Timeline Management (5%): Maintain and track critical deadlines to ensure all key event milestones are met.
• Other Duties as Directed (5%): Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

• 2+ years of experience in event management.

Knowledge, Skills and Abilities:

• Exceptional Organizational & Time Management: Ability to multitask, prioritize effectively, and meet tight deadlines.
• Attention to Detail & Adaptability: High attention to detail, problem-solving, and flexibility to handling onsite changes.
• Effective Conflict Resolution & Problem Solving: Skilled in negotiation skill and strategic thinking to tackle challenges and resolve conflict efficiently.
• Microsoft Office Suite Proficiency: Expertise in Outlook, Word, Teams, Excel, and PowerPoint.
• Financial Management: Ability to budget, track expenses, and ensure cost-effective event execution.
• Professional Customer Service: Maintain professionalism, communicate effectively in high-pressure situations

Specific Qualifications:

• Independent and Proactive Work Style: Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.
• Clear & Effective Communication: Comfortable working with both internal teams and external partners to ensure smooth coordination.
• Team-Oriented & Composed Under Pressure: Works well in a collaborative environment and remains steady in fast-paced situation.
• Flexible & Adaptable Approach: Maintains a positive attitude and adjusts effectively to changing needs.

Association-Wide Responsibilities & Values (expectations of everyone):

• Provide honest and ongoing communication as needed to support success throughout the organization.
• Meet established deadlines for all projects, reports and communications for all audiences both internally and externally.
• Provide high-quality products, reports, communications and projects for all audiences internally and externally.
• Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors.
• Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry.
• Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole.
• Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

• FLSA Status: Exempt
• Compensation: Salary
• Job Status: Full-Time
• Daily Schedule: Flexible
• Work Location: Position must work from HQ location with Hybrid Remote Work Model

Physical Activity:

• Manual Labor & Heavy Lifting: Involves lifting, carrying, and positioning event equipment and materials
• Frequent Walking & Active Movement: Extensive on-foot travel throughout event spaces to oversee setup and logistics
• Dynamic Physical Tasks: Requires pushing, pulling, bending, and stooping to assist with setup and adjustments.
• Prolonged Standing & Sitting: Alternates between stationary and active roles depending on event needs.
• Endurance & Stamina: Long work hours, extended workweeks, and high-energy demands, especially during peak event periods.

Work Environment:

• Office environment
• Trade show floor or event venues
• Temperature controlled environment
• Travel: Must be able to travel, work weekends, and long hours as event scheduling may require.

PPAI is an Equal Opportunity Employer (EOE)

The Associate Meeting Planner supports the planning and execution of meetings and events, handling logistical and administrative tasks. Responsibilities include assisting senior planners with venue selection, vendor coordination, budget management, and on-site support.

Responsibilities:

• Independently plan small meetings and manage tradeshow registrations and room blocks.
• Assist with sourcing venues for Zoetis meetings, events and tradeshows. Research and identify venues for offsite and special events, make reservations for dine-arounds and private functions.
• Help create meeting specs and manage logistics.
• Build and manage online registration websites using Cvent event software.
• Review registration reports and attendee lists for the purpose of checking for inconsistencies, and then merging to create online and printed products.
• Responsible for the coordination of printing and shipping of meeting supplies and materials.
• Communicate with vendors, confirming services, and managing contracts.
• Support the tracking of invoices, expenses, and payments to vendors.
• Provide on-site assistance during events, addressing issues and ensuring smooth operations.
• Participate in team meetings, taking and distributing notes.
• Establish and maintain clear communication with clients, vendors, and team members.

• Collaborate effectively with team members and build relationships with clients and vendors.

This role requires familiarity with event planning best practices and procedures and experience in meeting planning and the ability to demonstrate the following:

• Meticulous attention to detail.
• Exceptional organizational skills.
• Time-management skills with the ability to multi-task while meeting deadlines.
• Excellent verbal and written communication skills.
• Capacity to find solutions when faced with unexpected challenges.

Education and Experience

The ideal candidate will thrive in a fast-paced environment, possess strong interpersonal skills for effective collaboration with internal teams and external partners, and exhibit a commitment to delivering excellence in meeting planning.

• BA/BS required, preferably in Meeting/Event Management, Hospitality, Communications, Business, or related field.
• Candidate should have 1-3 years meeting planning or tradeshow management experience.
• Strong computer skills in Microsoft Office (Excel, Word, PowerPoint). Experience in use of AI for research or meeting planning.
• Experience with Meeting Management software - Cvent.
• CMP, CMM or other related certification preferred.
• Ability to work overtime and have flexibility with schedule.

Physical Position Requirements

• Position is based in Parsippany, NJ. It is a hybrid environment with a minimum of 2 days per week in office.
• Some travel may be required.

The following base pay range reflects the anticipated base pay for this position if a selected candidate were to be located in (California) , (NJ Remote), (NY Remote), or (Washington). Base pay may vary based on location and
other factors.

Base Pay Range: $80,000 - $115,000

( This position is eligible for short-term incentive compensation.) (The position is also eligible for long-term incentive.)

We offer a competitive and comprehensive benefits package, which includes healthcare, dental coverage, and

retirement savings benefits along with paid holidays, vacation and disability insurance.

Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.

Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search.

Corporate Event Planner Assistant

Digital Motion Event Services

In this role, you will assist logistical planning, development and implementation for virtual, hybrid and onsite meetings across various industries. You will collaborate with planning peers and departmental teams alike to help ensure each event is executed flawlessly and compliantly. You will be responsible for reporting and tracking client hours. You will help keep client projects running on time, on budget and within the client's vision.

GENERAL JOB ROLE:

• Work with the planning team, departmental teams, and client to ensure all milestones are clearly communicated and met. Be consultative in your approach – being a team player is vital.

• Consult with clients in order to determine objectives and requirements for meetings, conferences, and other events.

• Support Event Planning Team with administrative work, research and task list items.

• Partner with your planning peers to create clear, simple attendee, exhibitor, and speaker communications, supporting documentation, and other items to help ensure smooth planning and client engagement.

• Communicate effectively with all vendor partners, when needed. Including but not limited to hotel, transportation, signage vendors and more.

• Ensure everyone, from client to attendee to exhibitor has a positive and memorable experience from initial planning stage, through onsite/virtual production, and close of meeting.

QUALITIES NEEDED:

• College degree.

• Understanding of event planning and event flow. Must possess an in-depth understanding of the different phases and logistical details of an event or meeting flow.

• Excellent communication skills. The ability to speak to all levels of client interaction, including great communication with C-suite executives, event attendees, sponsors, exhibitors, team members, and vendors.

• Client first approach. Have a strong dedication toward serving clients with grace andconfidence.

• Able to maintain project deadlines and keep projects moving forward.

• General knowledge of technical aspects of virtual and hybrid meetings and how those relate to the production of the overall meeting.

• Multi-tasking. Managing multiple priorities and being flexible. Having exceptional problem-solving skills, calm under pressure and work well in a collaborative environment.

Part-time, project based work.

Location: Malvern, PA (2 days in-office/3 days work-from-home) or Remote (based on location)

Salary: Commensurate with experience

Monday through Friday – 9:00am to 5:00pm

Comprehensive benefits (medical, dental, vision, 401k w/company match)

Domestic travel is required/international travel possible but not likely

HMP is a leading healthcare event and education company, with a dominant position in several therapeutic areas including Oncology, Psychiatry & Behavioral Health, Cardiovascular, Wound Care and Public Safety. With a mission to improve patient care, we deliver information and education to healthcare professionals through 400+ global, regional, and local events and reach over 4 million users monthly through digital networks and social channels.

We have an immediate opening for a Senior Meeting Planner. The successful candidate will become part of a team of trade show and conference planners who organize and execute the logistics for our events from beginning to end.

Candidates with prior trade show and conference management experience is required. While booth set-up management experience is nice to have, it is not what this job is about.

We don't exhibit at shows; we are the show.

As one of the meeting planning staff, you will assist with the management and implementation of a wide variety of meetings, events, and trade shows while maintaining a strong focus on customer service to meet the goals of quality education and excellence.

Responsibilities

• Contract negotiations with hotels, convention centers and wide variety of vendors.
• Exhibit hall design and layout with a keen eye towards maximizing traffic flow.
• Sponsorship creation and fulfillment.
• Vendor management – meeting room specs, AV, F&B, decorator, security, temps, etc.
• Budget and payment reconciliation.
• Oversee the logistics, budgets, and on-site management for multiple events per year.
• Manage master calendar of events with staffing assignments, location, and on-site staffing.
• Monitor operational expenses for all programs/meetings.

Desired Skills and Experience

• Highly motivated, detail-oriented self-starter with exceptional time management and organizational skills.
• Must manage multiple priorities in a fast-paced, high-pressure environment while maintaining accuracy.
• Capable of working in both an independent and team-oriented, collaborative environment.
• Extensive knowledge of audio-visual equipment, meeting room sets, F&B, exhibit hall and sponsorship execution.
• Ability to control budgets, schedules/timelines, and overall action items.
• Provide excellent customer service utilizing effective written and verbal communication skills.
• Proficiency in standard computer software, including MS Office Suite (Word, Excel, PowerPoint).
• Four-year college degree required in the preferred fields of Hospitality Management, Event Marketing, Project Management or Business Administration.
• Certified Meeting Professional (CMP) preferred.
• Travel required (6-8 domestic trips per year)
• Minimum of 4 years relevant experience as the lead planner for large events with robust agendas and exhibit halls
• Verifiable and consistent work history
• Valid Driver’s License

Please follow HMP Global on LinkedIn for news and updates.

Saxman One is seeking a Senior Conference and Meeting Planner. This position will support our clients in meeting and event support. This is a hybrid role with one day in the office, plus events. Meeting support may include, but is not limited to:

Program Administration

Understand government rules and regulations with regard to meetings: in person, hybrid, and virtual.

Understand security rules and regulations with regard to meetings.

Work well under pressure, prioritizing tasks.

Demonstrate good public presence and the ability to interact with many types of people at different level.

Support fellow staff members.

Work with and support other planning partners as needed.

Budget and Financial Analysis

Calculate fees and monitor costs to ensure that meetings stay on budget.

Complete all related travel expense reports within 10 days of completion.

Process all event invoices in a timely manner.

Meeting Coordination

Meet with client to determine specifications.

Coordinate multiple meetings simultaneously.

Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.

Assist with technical agenda development and run-of-show.

Coordinate with facility to ensure complete and accurate execution.

Reviews banquet event orders for accuracy.

Coordinate with vendors to ensure specifications and requirements are met.

Provide pro-active on-site meeting support, travel as required to facilitate client meetings.

Maintain excellent A/V skills required for coordination of on-site A/V set-up.

Assist with speaker presentations and problem-solving software and hardware difficulties

Administrative Services

Compose and prepare correspondence.

Make travel arrangements for attendees as necessary, then process travel reimbursements.

Create and administer meeting database.

Coordinate to create, design, and maintain websites for meeting registration.

Coordinate to create and print professional-quality meeting materials in a timely and cost-effective manner.

Collect presentations and distribute if required in a timely manner.

Complete monthly status reports in a timely manner.

Complete and sign timesheet in a timely manner.

Other duties as assigned and special projects.

The salary range (or hiring range) for this position has been established at: $90,000.00 - $110,00.00. The salary range represents the company's good faith and reasonable estimate of the range of possible compensation at the time of posting. In addition, for full-time, benefit eligible positions we offer a variety of benefits including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance as well as 401K with company match.

Are you a detail-driven meeting planner with a passion for creating exceptional experiences at large-scale events? Do you thrive in fast-paced, collaborative environments and enjoy seeing your planning come to life onsite? If so, NADA is looking for a Meeting Planner, Convention Operations to join our dynamic team!

In this role, you'll be at the heart of the planning process for the NADA Show-one of the premier events in the automotive industry-along with other key NADA meetings. From managing speaker communications to overseeing event spaces and fulfilling sponsorship commitments, you'll help ensure every detail runs smoothly and delivers a great experience for attendees.

This is a full-time position with a collaborative work culture, competitive salary, and excellent benefits. Duties require travel up to 10% of the role.

Key Responsibilities

• Coordinate and manage speaker communications, materials, and logistics for the NADA Show.
• Serve as the onsite point person for the NADA Show mobile app
• Oversee Information Booths and Power Lounges, including design, logistics, and onsite staff coordination.
• Implement sponsorship deliverables, tracking requirements and ensuring fulfillment.
• Collaborate with the marketing team to provide accurate event content for program directories.
• Prepare detailed event timelines, master schedules, and budgets in partnership with leadership.
• Coordinate site visits, vendor contracts, signage, and other logistical elements.
• Maintain accurate records, contracts, and documentation for all convention projects.
• Provide hands-on, onsite support for the NADA Show and other meetings as needed.

• Bachelor's degree or equivalent relevant work experience.
• Minimum 2-3 years of convention, trade show, or meeting planning experience.
• Strong attention to detail with the ability to manage multiple complex projects simultaneously.
• Excellent written, oral, and visual communication skills.
• Proficiency in Microsoft Office Suite; experience with event management systems a plus (Map Your Show, Envision, Airtable preferred).
• Ability to travel (including some weekends) and work flexible hours during events.
• Strong relationship-building skills and the ability to handle confidential information.

The American College of Cardiology (ACC) is seeking a highly organized and detail-oriented Meeting Planner to join our dynamic team. This role is pivotal in supporting the planning and execution of ACC's large-scale events, with a primary focus on our Annual Scientific Session, which welcomes 17,000-20,000 attendees each year.

The ideal candidate will bring extensive experience in meeting planning, registration, and housing management for large conferences and will thrive in a fast-paced, collaborative environment. You'll be responsible for managing all logistical aspects of internal and external meetings, from RFP development and site selection to onsite execution and post-event reconciliation.

Function & Scope:

The Meeting Planner - Meetings, Events & Logistics will manage and coordinate all aspects of the meetings and events planning for the American College of Cardiology (ACC) internal and external meetings including the development of RFPs for hotels, venues and vendors, site selection, contract and service negotiations, logistical arrangements, liaison with clients, manage onsite implementation with hotels, venues and vendors, and complete review and reconciliation of all logistics-related expenses. The role requires superior customer service and implementation of activities and events aligned to the goals and expectations of the offering. The associate is highly detail-and results-oriented, organized, and professional with a proven ability to manage multiple complex projects simultaneously.

This position is based in Washington, DC where we have a hybrid work environment (two days per week in the office) .

Major Duties and Responsibilities:

• Serve as the subject matter expert for internal or external meeting and event logistics, including by providing guidance and education to stakeholders through the planning process
• Partner with colleagues to understand meeting and event goals and requirements, providing superior customer service and guidance as a logistics expert
• Manage all logistical aspects of meetings and events in alignment with the goals, specifications, and budget
• Develop and manage timeline requirements, ensuring milestones are reached according to schedule and clear communication is provided to activity manager on progress to meeting deadlines
• Development of RFPs for site selection, review responses, document site recommendations with rationale, negotiate contracts
• Manage room set up and AV requirements ensuring proper equipment and services are ordered and provided
• Document and manage food and beverage requirements
• Coordinate pre and onsite management of registration directly or in collaboration with vendor(s)
• Establish and monitor hotel room blocks, coordinate reservations, and provide housing list(s) to hotel(s) for member leadership, staff, faculty, vendors, etc.
• Arrange offsite events including set up, food and beverage, and transportation needs (e.g., faculty dinner, committee reception and/or dinner)
• Manage ground transportation requirements
• Provide onsite management for all logistical details
• Develop and maintain processes and documents used to manage signage, including capturing text, costs, sizes, sign locations and all other details
• Oversee onsite placement of signage in coordination with venue(s)
• Oversee shipping to venues for meetings and events and return shipping processes
• Setup onsite staff office, including room setup, supplies, food & beverage requirements
• Manage meeting budgets to specifications, including setting up direct billing, and processing invoices which include reviewing reconciling and coding expenses
• Serve as the subject matter expert for internal or external meeting and event logistics, including by providing guidance and education to stakeholders through the planning process
• Partner with colleagues to understand meeting and event goals and requirements, providing superior customer service and guidance as a logistics expert
• Manage all logistical aspects of meetings and events in alignment with the goals, specifications, and budget
• Develop and manage timeline requirements, ensuring milestones are reached according to schedule and clear communication is provided to activity manager on progress to meeting deadlines
• Development of RFPs for site selection, review responses, document site recommendations with rationale, negotiate contracts
• Manage room set up and AV requirements ensuring proper equipment and services are ordered and provided
• Document and manage food and beverage requirements
• Coordinate pre and onsite management of registration directly or in collaboration with vendor(s)
• Establish and monitor hotel room blocks, coordinate reservations, and provide housing list(s) to hotel(s) for member leadership, staff, faculty, vendors, etc.
• Arrange offsite events including set up, food and beverage, and transportation needs (e.g., faculty dinner, committee reception and/or dinner)
• Manage ground transportation requirements
• Provide onsite management for all logistical details
• Develop and maintain processes and documents used to manage signage, including capturing text, costs, sizes, sign locations and all other details
• Oversee onsite placement of signage in coordination with venue(s)
• Oversee shipping to venues for meetings and events and return shipping processes
• Setup onsite staff office, including room setup, supplies, food & beverage requirements
• Manage meeting budgets to specifications, including setting up direct billing, and processing invoices which include reviewing reconciling and coding expenses

• Bachelor's degree
• 4 years of experience in meeting planning and registration and housing management
• At least 2 years of experience working in a team environment with internal and external constituencies
• Proven track record of successfully planning and executing large-scale, complex conference and meeting planning experience that includes working with convention centers and multiple hotels
• Strong customer service skills with proven demonstrated abilities to interact professionally and pleasantly with internal and external clients
• Experience planning the logistical aspects of meetings (e.g., working with hotels, event venues, audiovisual vendors, caterers, décor companies)
• Experience with developing RFPs, sourcing venues and overnight rooms, negotiating contracts, and implementing contract agreements
• Strong interpersonal skills that support teaming with a broad array of stakeholders including medical professionals, executive leaders, contractors, consultants, partners, and internal colleagues
• Demonstrated ability to organize complex projects, be attentive to details, and deliver accurate work which will influence the success of a project
• Ability to work in a fast-paced environment managing multiple meetings and events and the associated tasks simultaneously, to set priorities, and to meet established deadlines
• Ability to prioritize under tight timelines to solve problems, while maintaining composure and a positive attitude with meeting and event stakeholders
• Flexible and able to work well in a collaborative environment with internal and external constituents
• Familiarity with developing and monitoring budgets and expenditures
• Excellent creative thinking and proactive problem-solving skills
• Strong oral and written communication skills necessary to interface with relevant stakeholders
• Superior organizational skills, highly detail oriented and dedicated to accuracy
• Knowledge of industry standards and guidelines related to meeting and event planning and implementation
• Excellent time management skills and ability to staff meetings
• Ability to carry out responsibilities independently
• Requirement to periodically work outside of standard work hours to meet deadlines, including the publishing of news from scientific meetings.
• Ability to be onsite in support of job responsibilities (anticipated at approximately 15% of time annually; may require travel and be up to one week at a time) including work during the evenings and weekends
• Proficiency with Microsoft Suite of Products (Teams, SharePoint, Word, Excel, Outlook) and Adobe Professional
• Ability and willingness to learn new software applications as necessary

• Knowledge of industry standards and guidelines related to medical meetings and events
• Experience with contract negotiations and implementation of contract agreements
• Experience using Salesforce
• Certified Meeting Planner (CMP) Certification