SUMMARY OF JOB DESCRIPTION
The primary role and responsibility of the Meeting Planner is to source, contract venues to implement and execute the meeting logistics for the 60+ conferences held domestically and internationally by the ACI New York Office. The position will report to the VP of Operations for assigned conferences of approximately 35 per year. The Meeting Planner will be a critical, contributing team member and must work with the cross functional teams, consultants and vendors to ensure the conferences meet C5 Group’s mission, purpose and budget.
ESSENTIAL JOB FUNCTIONS
- Budget and expense management for assigned conferences to include: (1) Manage P&L’s, identifying and reporting areas of opportunity and/or challenge to the General Manager; (2) Manage hotel/venue and all vendor contracts to meet approved budgeted expenses per line item; and (3) Provide a monthly and post conference final expense report to the VP of Operations.
- Assist with site and hotel/venue selection, Request for Proposals (RFPs) and contracting for conferences
- Develop and source RFPs for suppliers and vendors (audio visual, decorator, etc.) required for assigned conferences. Compile, analyze, recommend, final select and manage.
- Assist in creating the standard operating procedures document (SOP) and adhere to timelines
- Create and manage a master contract critical obligations checklist for assigned conferences monitoring and executing all contracted obligations
- Actively participate in all Division/conference planning meetings
- Budget and expense management for assigned conferences to include: (1) Manage P&L’s, identifying and reporting areas of opportunity and/or challenge to the Meetings Director; (2) Manage hotel/venue and all vendor contracts to meet approved budgeted expenses per line item; and (3) Provide a monthly and post conference final expense report to the Meetings Director.
- Logistics support to include but not limited to: (1) Direct contact for contracted hotel/venue; (2) Manage all meeting planning related vendors to include, but not limited to: housing (room block) a/v, registration, catering, transportation, destination management company (special events), photographer, production company, videographer, etc.; (3) Create and maintain master staging guide, including meeting room assignments floor plans and room sets (4) Set-up and manage all aspects of housing, including, reservations, room blocks, attrition management and weekly reporting; (5) Create function sheets for hotel and review and approve corresponding BEOs; (6) Produce Run of Show document for onsite use; (8) If attending conference, all onsite logistics management including setting pre cons, managing food and beverage, audio visual, education room sets, sponsor sets, etc.; and (9) Prepare and distribute a comprehensive post conference report to the Director of Meetings.
QUALIFICATIONS AND REQUIREMENTS
Knowledge, Skills and Abilities:
- A minimum of 3-5 years of related background, training and work experience
- Previous experience with a conference management organization a plus
- Previous experience managing multiple conferences (up to 25) per year
- Proficiency with the Microsoft Suite, including Word, Excel, PDF and PowerPoint
- Ability to work in a fast-paced, multi-project environment, producing quality outcomes while ensuring all deadlines are met
- Possesses exceptional organizational and interpersonal communication (written and oral) skills
- Self-motivated, able to work both independently, and in a team environment
- Takes initiative and has willingness to take ownership for assigned work
- Strong work ethic with enthusiasm for learning all aspects of planning and executing education conferences
- Willingness to learn and identify ways to adapt and improve outcomes that encourage greater efficiency before, during and after conferences
- Professional attitude and appearance
- Limited travel to budget approved conferences required. Varies by assigned conferences and includes weekends
- Able to stand and walk for extended periods
The physical demands described here are representative of the requirements that an employee must meet to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to use hands to handle or feel objects, tools or controls; use a computer keyboard and mouse; reach with hands and arms; talk and listen, and sometimes use a telephone for extended periods. The employee is frequently required to walk and sit for extended periods of time, as well as to lift and carry objects and must use safe body mechanics when lifting or moving any given object. The employee is occasionally required to stand, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.
- Event Planning: 3 years
- Event Management: 3 years
Location/Region: New York