As an experienced Meeting Manager, you will be one of the driving forces behind successful event production and execution. This role requires a blend of creativity, leadership, and logistical expertise to deliver exceptional experiences. If you thrive in a fast-paced, detail-oriented environment and have a positive, go-getter attitude, this is your opportunity to shine.
As part of a small company, all employees are expected to handle a wide range of client-facing and behind-the-scenes administrative tasks.
What You'll Do
Event Planning & Execution
- Support program planning, delegated from other meeting managers or the department director.
- Lead planning, coordination, and execution of corporate meetings and events.
- Develop comprehensive meeting specifications, source vendors, and manage logistical needs.
- Oversee hotel logistics, including contracts, banquet event orders (BEOs), audiovisual setups, registration, and staffing needs.
- Build / Manage transportation manifests
- Source, vet and contract vendors
Leadership & Team Management
Foster a collaborative, accountable team culture while encouraging innovation and creativity.Stakeholder Collaboration
Act as the primary liaison for clientsSchedule and facilitate regular meetings, prepare agendas and track progress.Address and incorporate stakeholder feedback to ensure alignment and event success.Budget & Financial Management
Meticulously manage event budgets, negotiate with vendors and track expenditures.Handle post-event reconciliation and final reporting.Tradeshow & Exhibitions
Coordinate logistics for tradeshows, including vendor management, compliance with venue regulations and setup.Ensure seamless execution by creating detailed timelines and task lists.Technology & Innovation
Design and implement registration sites (Cvent) and event apps (Guidebook and Attendee Hub).Experience building websites in Cvent is a must for this roleOnsite Management
Serve as the lead onsite contact, monitoring logistics, registration, production and meal events.Resolve challenges effectively to ensure seamless execution.Sponsorship Management
Plan, coordinate, and execute sponsorship activities, ensuring seamless integration of sponsor needs into event logistics.Advise on sponsorship packages and assist in building a compelling prospectus.Staffing Management / Organization
Create event timelines and manage onsite event staff to include daily staffers, and travel directors.Manage temporary personnel for large conferences, including staffing assignments and agendas.Opportunities
Hybrid, primarily remote work.Creative freedom within a diverse portfolio of projects.Career growth potential as part of a dynamic, women-owned company.What You Bring
Minimum 5-7 years of meeting planning experience, including corporate, association and incentive events.Proficiency in Excel, Google Suite, and CRM systems.Proficiency in Cvent and CanvaManagement experienceSkills
Exceptional organizational and project management abilities.Strong interpersonal skills with a customer service focus.Creativity in problem-solving and event design.Ability to thrive in high-pressure, deadline-driven environments.Travel Expectations
Willingness to travel up todomestically and internationally for programs, conferences, and site visits.
Travel needs may vary based on program requirements.What Success Looks Like in This Role
Seamless Event Execution
Delivering meetings, conferences, and events that exceed client expectations in quality, timeliness and budget adherence.Anticipating and addressing potential challenges proactively to ensure smooth execution.Effective Team Leadership
Contributing to a cohesive and collaborative team culture where planners and coordinators feel supported and motivated.Exceptional Stakeholder Engagement
Cultivating strong relationships with clients, sponsors, vendors, and other stakeholders.Actively incorporating client feedback to align event outcomes with organizational goals.Mastery of Logistics
Managing all logistical aspects of events, from hotel arrangements to audiovisual setups, with precision.Demonstrating creativity and resourcefulness in resolving logistical challenges.Budget Management Excellence
Maintaining strict budget control while delivering high-quality events.Negotiating favorable terms with vendors and ensuring accurate post-event reconciliation.Positive Company Culture Contribution
Being a culture add by contributing new ideas and fostering a positive, high-energy team environment.
