Meeting Planning Assistant

Division: Human Resources 

Summary Description: The Meeting Planning Assistant is responsible for providing assistance to the Director of Meeting Planning and other staff as needed.  We are seeking a detail-oriented and highly organized individual to support our event planning team. The ideal candidate will assist in the seamless execution of conferences and meetings, facilitate registration processes, maintain accurate records, and contribute to the overall success of our events. 

Academic and Trade Qualifications: Degree in Hospitality Operations Management, Adult Education, Training, or Communications. Background, job knowledge and experience may be substituted for educational degree and certification. 

Work Experience: At least 1-3 years of proven work experience in meeting and event planning. Experience with project management, budgeting, and/or executing meetings and conferences is preferred.  Should be able demonstrate strong communication skills with planning committees, event partners, and management staff.  

Responsibilities: 

• Administrative & Support Tasks: 
  • Assist with registration process which includes reviewing for accuracy 
  • Create meeting documents such as agendas, name badges, PPT slides 
  • Maintain mailing lists, event photos, corporate rate sheet, etc. 
  • Use Cvent for setting up conference mobile apps and keeping a speaker library 
  • Create post-conference surveys in Survey Monkey 
  • Manage the corporate calendar of events 
  • Create and maintain yearly event listing for meeting planning staff  
  • Order meeting planning supplies and branded items as needed 
  • Handle VIP hotel rooming lists and liaise between staff and hotel 
• Onsite Conference/Meeting: 
  • Greet members and support the department running the meeting 
  • Order and plan catering and then meet catering company upon arrival 
  • Order and arrange meeting support materials as needed including beverages, snacks, name badges, etc. 
  • Submit conference room requests 
• Offsite Conference/Meeting: 
  • Greet and attend to registration table 
  • Assist with setup and breakdown as needed  

Job Knowledge:  

• Must have knowledge in meeting and event planning, budgeting, promotion, and execution of training functions ranging in size from 5 to 400 participants.   
• Knowledge and certification in Cvent and Attendee Hub are preferred. 
• Some knowledge of survey platforms such as Survey Monkey is preferred. 

Abilities and Skills:  

• Ability to handle concurrent and varied activities simultaneously is essential.   
• Must work effectively with people.   
• Microsoft Office 365 including Microsoft Teams experience required.  
• A valid North Carolina driver’s license is required.  
• Must show demonstrated ability to work with and through others to accomplish desired results and objectives. 

Relationships and Contacts: Reports to Director of Meeting Planning; works closely with executive leadership, leadership and staff across our member organization, and event planning contacts and vendors across the state and at times nationally to plan and coordinate event and attendance.     

Working Conditions: Significant travel and attendance at events, primarily in North Carolina.  Extended schedules during events and conferences. 

Company Profile: NCEMC (http://ncemcs.com/about/ncemc.htm) is one of the largest generation and transmission cooperatives in the nation and is the power supplier for most of the state's member cooperatives.  NCEMC acquires the power it sells to its member cooperatives in a number of ways, including asset ownership and Purchased Power Agreements. 

North Carolina Electric Membership Corporation provides equal employment opportunities (EEO) to all applicants for employment.