Job Description
Job Description
SENIOR MEETING & EVENT PLANNER
THE POSITION:
A Senior Planner leads the development, planning, and execution of high-profile and strategically important client events including conferences, special events, meetings, incentive trips, and evening activity programs from contracting through final invoicing and post-program reconciliation, debriefs, and analytics.
POSITION OBJECTIVES:
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Create incredible planning experiences for our Clients;
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Make their audiences feel it in their seats by delivering innovative, impactful events;
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Lean in with a high-performance team by sharing your experience and moxie with teammates; and
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Continually improve internal systems and processes and ideating new ones.
YOUR DAILY GRIND:
Client-Facing Responsibilities:
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Maintain and grow productive, professional, and profitable relationships with Clients.
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Serve as the central point of communication for all external stakeholders during the planning process.
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Develop event timelines, schedules, and checklists to ensure seamless execution.
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Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations.
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Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution.
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Maintain presence and availability for Clients throughout program operations.
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Obtain Client signoff for changes, additions, and cancellations, including updating and managing change/growth of project scope.
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Oversee all financial aspects of projects, including budget development and management; billing, payment processing and post meeting reconciliation; and final reporting and analysis.
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Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule.
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Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans.
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Advise on and attend site inspections as required.
Internal Accountabilities:
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Lead strategic planning process and teams that develop mutual performance objectives and financial targets for Clients and the Agency.
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Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives.
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Manage time in a billable hour environment and be accountable for non-billable hours.
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Update/contribute to tracking Client’s upcoming program opportunities and critical milestones.
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Quarterback project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives.
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Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace.
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Secure all supplier partners/preferred partners through a strict vetting process and pricing negotiation.
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Conduct post-event evaluations to assess success and areas for improvement.
BRING YOUR BEST! WHAT THIS ROLE NEEDS:
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BA/BS in Event Management, Hospitality, Business, or related field and/or equivalent experience
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CMP, DMCP, CMM, CSEP, DES, CED, CIS, CITP, PMP, or other professional designation (If none, within 18 months, a certification timeline will be developed pursuant to the professional development budget.)
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Proven track record of planning and executing large-scale meetings and events.
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Familiarity with industry best practices in meeting and event planning and its subspecialties.
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Proficiency in Microsoft 365 and industry registration platforms like Cvent.
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Minimum of 8 years of experience in meeting and/or event planning; preferably experience with a third-party agency.
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Ability to travel up to 30% as required for event execution.
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Ability to lift or move up to 50lbs.
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Ability to bend, reach, walk and stand for extended lengths of time.
YOUR SUPERPOWERS:
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Impeccable character: You exude Accountability, Authenticity, and Awesomeness
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A consistent, unbeatable team-first mindset
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Able to navigate and flourish in a VUCA environment
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Strong collaborative skills and relationship-builder
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Excellent written and verbal communication and presentation style
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Strong organizational skills with the ability to manage multiple projects simultaneously
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Curious and analytical, with a love for data
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Proven success in creating and managing budgets and maximizing profitability
THE DETAILS
Job Type: Full-time – Exempt
Salary Structure: Base Salary + Performance Incentives + Bonus Plan
Benefits: Heath, Vision, Dental, Disability, & Life Insurance, Retirement Plan, Personalized Professional Development Budget, Use of Agency memberships where appropriate
Career Level: Senior
Reports to: Director of Meetings & Incentives
Location: Chicago—this is a hybrid role with 3-5 days in-office, 0-2 days work from home
Disclaimer: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.
We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the U.S. for the position of Senior Meeting & Event Planner is between $75,000 - $105,000. The actual pay depends on your skills, qualifications, and experience.
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