Senior Meeting & Event Planner

MediabistroChicago, IL, United States

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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 :

Create incredible planning experiences for our Clients;
Make their audiences feel it in their seats by delivering innovative, impactful events;
Lean in with a high-performance team by sharing your experience and moxie with teammates; and
Continually improve internal systems and processes and ideating new ones

YOUR DAILY GRIND :

Client-Facing Responsibilities :

Maintain and grow productive, professional, and profitable relationships with Clients

Serve as the central point of communication for all external stakeholders during the planning process

Develop event timelines, schedules, and checklists to ensure seamless execution

Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations

Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution

Maintain presence and availability for Clients throughout program operations

Obtain Client signoff for changes, additions, and cancellations, including updating and managing change / growth of project scope

Oversee all financial aspects of projects, including budget development and management; billing, payment processing and post meeting reconciliation; and final reporting and analysis

Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule

Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans

Advise on and attend site inspections as required

Internal Accountabilities :

Lead strategic planning process and teams that develop mutual performance objectives and financial targets for Clients and the Agency

Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives

Manage time in a billable hour environment and be accountable for non-billable hours

Update / contribute to tracking Client’s upcoming program opportunities and critical milestones

Quarterback project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives

Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace

Secure all supplier partners / preferred partners through a strict vetting process and pricing negotiation

Conduct post-event evaluations to assess success and areas for improvement

BRING YOUR BEST! WHAT THIS ROLE NEEDS :

BA / BS in Event Management, Hospitality, Business, or related field and / or equivalent experience

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.)

Proven track record of planning and executing large-scale meetings and events

Familiarity with industry best practices in meeting and event planning and its subspecialties

Proficiency in Microsoft 365 and industry registration platforms like Cvent

Minimum of 8 years of experience in meeting and / or event planning; preferably experience with a third-party agency

Ability to travel up to 30% as required for event execution

Ability to lift or move up to 50lbs

Ability to bend, reach, walk and stand for extended lengths of time

YOUR SUPERPOWERS :

Impeccable character : You exude Accountability, Authenticity, and Awesomeness

A consistent, unbeatable team-first mindset

Able to navigate and flourish in a VUCA environment

Strong collaborative skills and relationship-builder

Excellent written and verbal communication and presentation style

Strong organizational skills with the ability to manage multiple projects simultaneously

Curious and analytical, with a love for data

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 Planneris between $75,000 - $105,000. The actual pay depends on your skills, qualifications, and experience.

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Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Management and Manufacturing

Industries

Internet Publishing

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Event Planner • Chicago, IL, United States