Meeting Planner

Job Description

Looking for an experienced Meeting Planner to join our team in Chicago. We provide meeting, convention, event and incentive trip management worldwide. We manage every facet and detail of our client’s meetings and events.

Responsibilities

• Assist and contribute to the overall planning of corporate meetings, incentive programs and events (e.g. pre-show mailings, exhibitor and registration customer service, site selection, supplier coordination, onsite setup and teardown, clerical support and post-event support and evaluations)
• Plan, organize and coordinate meetings and conferences for our Clients
• Perform venue searches for meeting space and/or sleeping rooms, submitted and evaluate RFP’s, negotiate contracts
• As part of the planning and organizing responsibilities, you will assist the executive or manager responsible for the above meetings and develop a timeline for each meeting
• Responsible for the coordination of all equipment being sent to any off-site locations assuring that the display/activities of the meeting can be met
• Communication of all meeting details to attendees
• Management of all meeting information (meeting details, attendee tracking, badges, hotels, equipment required, speaker arrangements)
• Responsible for communication to the hotel for all planning of logistics. This includes setting-up master billing and billing instructions, rooming lists, food and beverage requirements, recreational activities, etc
• Budgeting for meetings. This includes prepared budget cost specifications to include hotel, offsite event, transportation, food & beverage, special events as well as any additional components for all anticipated functions
• Arrange audio/visual/internet equipment
• Participate in the coordination of exhibit booths/tradeshows
• Special projects and duties as assigned
• Handle the details, demonstrating accuracy and efficiency in financial reconciliation (process invoices, collect past due payments, reconcile monthly with accounting)
• Ensure accurate and timely entering of records and information into database system for registration or exhibitor database
• Facilitate continuous communication between clients and exhibitors/sponsors, attendees, and suppliers to meet the needs of clients

Qualifications

• Bachelor’s degree from an accredited four-year institution
• 3 years of relevant experience specifically in the Meeting Planning/Management industry
• Must live in the immediate Chicago area
• Strong multi-tasking and time management skills, including the ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines - this is an extremely deadline-driven environment
• Demonstrated ability to self-start as well as work as part of a team
• Have a proven history of demonstrating a high level of professionalism
• Possess strong written and verbal communication skills
• Exhibit a high level of detail orientation
• Display strong customer service skills (phone skills, in person, emails)
• Immediately adapt to crisis situations by changing procedures, methods or processes
• Ability to lift 40 pounds
• Up to 35% - 40% travel, both domestic and international, and work overtime as needed to attend events and client meetings (may include weekends). ***Must hold a valid US passport***
• Ability to learn quickly and think on your feet
• High proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Equal Employment Opportunity

Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference and background investigation based on position.

Job Type: Full-time

Salary: $60,000.00 per year plus 10%-30% bonus, Health Ins benefits (incl. dental & vision), Matching 401k

Work Remotely

• No

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Preferred)

Experience:

• Relevant Meeting Planning: 3 years (Required)

Ability to Commute:

• Chicago, IL 60614 (Required)

Ability to Relocate:

• Chicago, IL 60614: Relocate before starting work (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $60,000