Meeting Planner

Join Our Expanding Team!

SweetPea Meetings is on the lookout for a talented Meeting Planner. This role is pivotal in crafting memorable experiences for a variety of occasions, from intimate gatherings to grand conferences with 2,000 attendees. You will be at the heart of our event execution, ensuring every detail is perfect and every event is a success.

This position offers remote work flexibility; however, candidates must be available to meet in-person at our Scottsdale Quarter office up to bi-weekly as needed for meetings.

ABOUT US

SweetPea Meetings is a boutique, white-glove event planning firm specializing in corporate conferences and meetings. With over 20 years of experience, we create memorable experiences for intimate gatherings of 50 to large-scale conferences with 2,000 attendees. Managing multiple events each month, we pride ourselves on meticulous planning, proactive problem-solving, and an unwavering commitment to client success.

We’re a small, hardworking, and driven team that thrives in a collaborative environment and values close-knit teamwork to achieve significant results. We embody a 'work hard, play hard' ethos, ensuring we not only deliver exceptional results but also make time to enjoy and celebrate our successes. Our environment is about more than achieving goals—it’s about having fun together, fostering a spirited and supportive community.

ABOUT YOU

You are a highly organized, detail-oriented professional who thrives in managing multiple aspects of event planning. Your passion for creating seamless experiences, combined with your ability to handle logistics and coordinate with multiple stakeholders, makes you a perfect fit. You pay meticulous attention to the details and the little things, recognizing that they are what make an event truly special and flawless. You are a self-starter with a 'can-do' attitude, skilled at multitasking and managing multiple projects simultaneously. You enjoy working both independently and as part of a team, bringing creativity and innovation to each project.

RESPONSIBILITIES & REQUIREMENTS :

• Comprehensive Event Planning and Execution : Work alongside the team to manage multiple large-scale conferences at any given time. This includes coordination of all event details from initial planning, to onsite execution, to post-event follow up, including but not limited to : project management, agenda & timeline, budget & expense, site selection, vendor sourcing, Food & Beverage (F&B), Audio / Visual (A / V), entertainment, layouts, room blocks and audits, event branding and creative deliverables, sponsorship, speaker and attendee management, transportation, and registration platforms.
• Contract Negotiation and Vendor Management : Source and negotiate pricing and contracts for venues, vendors, and suppliers to ensure quality service and cost-efficiency.
• Timeline and Deadline Management : Develop and manage event timelines, communicating deadlines and assignments effectively to both vendors and clients.
• Creative and Communication : Collaborate with clients and designers on creative materials to ensure all event communications are clear, and accurate. Maintain strong written skills.
• Strategic Problem Solving : Utilize analytical skills to define problems, collect data, establish facts, and provide creative solutions. Adapt quickly to change and perform well under pressure.
• On Site Management : Participate in all aspects of on-site event execution, meeting the high standards of the SweetPea team. Handle logistics, coordinate with staff and vendors, and manage real-time issues during long event days, maintaining professional communication and quick decision making.
• Additional Responsibilities : Perform other job-related duties as assigned or apparent, ensuring flexibility and commitment to the company's evolving needs.

TRAVEL REQUIREMENTS

Travel is required for domestic or international events 1-2 times per quarter as needed. Travel may involve airplanes, trains, taxis, cars, and other means of transportation.

PHYSICAL REQUIREMENTS

The role requires the occasional lifting and carrying of items weighing over 40 pounds during events. On-site event management often necessitates very long hours, sometimes up to 14 hours per day, and requires the ability to stand for extended periods while maintaining a positive, can-do attitude. Candidates should be prepared to set up a quiet & distraction free remote home office and must be capable of traveling as needed for event execution.

QUALIFICATIONS

LOCATION

This position is based in the Phoenix / Scottsdale Metro area, with the flexibility of remote work. However, bi-weekly in-person meetings are required at our Scottsdale Quarter office.

BENEFITS

Join Us!

Ready to make a significant impact with a leading event planning firm? Apply today to join our incredible, dedicated team at SweetPea Meetings!