Meeting Planner Specialist

We are seeking a highly organized and detail-oriented Meeting Planner to coordinate and manage the logistics of all internal meetings within our organization. The ideal candidate will have a strong background in event planning, excellent communication skills, and the ability to work across departments to ensure the smooth execution of meetings. The Meeting Planner will also assist with special projects as assigned, such as ad-hoc events and the biennial All-Staff event. This is a remote position require working some nights and weekends and approximately 10% travel.

In this role, you will…

• Meeting Coordination: Manage the scheduling, planning and execution of in-person meetings with the primary goal of providing staff shared work sessions on Company’s objectives, while incorporating complementary team building social activities. Manage the departmental event schedule, evaluate optimal event timing for each team, and ensure equity over all outings.
• Logistics Management: Arrange all logistical aspects of meetings, such as booking meeting and event spaces, hotel blocks, catering, coordinating audio/visual equipment, etc.
• Budget Management: Track and manage budgets for meetings, ensuring cost-effective solutions without compromising on quality.
• Agenda Preparation: Work with stakeholders to create detailed agendas, set meeting objectives, and distribute pre-meeting materials to attendees.
• Communication: Serve as the primary point of contact for meeting-related inquiries, sending out invitations, reminders, and post-meeting follow-ups.
• Evaluate the success of each event and provide recommendations for improvement.
• Problem-Solving: Address any issues or last-minute changes that arise before or during meetings, ensuring a seamless experience for all participants.
• Other duties, as assigned.

We’re seeking…

• Bachelor's degree in Business Administration, Event Management, Communications, or a related field (or equivalent experience).
• Minimum of 3-4 years of experience in event planning, meeting coordination, or a similar role.
• Ability to travel in the role; up to 10% travel
• Skills:
• Strong project management and organizational skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Zoom
• Attention to detail and ability to work under pressure.
• Attributes:
• High level of professionalism and discretion.
• Strong interpersonal skills with the ability to collaborate with all levels of the organization.
• Problem-solving mindset with a proactive approach.
• Quick learner who follows direction well, works well on a team and can work independently.
• Commitment to the mission of Company’s and motivated by the idea of working with a not-for-profit organization that has been making a difference in the lives of older adults for nearly 50 years.

Why join Team...

· We offer a competitive compensation and benefits package!

· Comprehensive Medical, Dental, and Vision Insurance, with a significant employee subsidy

· 403(b) Retirement Plan, including a 5% company match after one year of employment

· Up to 20 days of PTO annually, accrued each payroll cycle

· Additional paid holiday break—enjoy a full week off at the end of December, separate from PTO

· Exclusive employee discounts on company programs

· Fully covered Care.com membership for added convenience

· Optional IATA membership available to employees who opt in

· Commitment to professional development, including LinkedIn Learning access and other growth opportunities

· 100% remote work environment, providing flexibility and work-life balance