Meeting Planner Job at Oxford Financial Group, Ltd.
Position Summary:
Plans and coordinates meetings, conferences, and travel for assigned Managing Directors. Manages schedules through communication with clients, prospects and advisors regarding upcoming meetings using Microsoft Outlook and the Hub. Promotes positive professional image for Oxford.
Duties & Responsibilities:
Plans meetings
- Initiates/receives calls to/from prospects, clients, advisors
- Prioritizes/schedules meeting requests
- Reschedules meetings
- Organizes/coordinates multiple calendars
- Posts meetings following standard operating procedures
- Performs problem solving
Manages communication
- Oversees the production of appointment confirmations for meetings scheduled
- Issues prompt, thorough voice mails and emails to client service associates
Plans travel
- Makes airline/hotel reservations through travel agent and other vendors
- Arranges ground transportation
- Maintains Managing Directors’ frequent flyer memberships and other travel memberships
- Compiles itineraries
- Confirms conference registrations and arranges travel to/from conference
- Coordinates out-of-state client/advisor/prospect visits (i.e., Florida: Several clients on east/west coasts)
Tracks meeting planning activity
- Maintains documentation of daily activities
- Updates the Hub with new/updated information
- Synchs meetings from Outlook to the Hub
Expense/Mileage Reports
- Prepares and submits expense reports in Concur on behalf of MD
- Prepares and submits mileage reports on behalf of MD
Participation
- Attends monthly team meetings
- Attends one-on-one meetings with manager
- Performs miscellaneous team projects (i.e. back-up support of team members, recurring procedures review and update)
Performs other duties
- Acts as back-up to colleagues
- Assists manager with team projects
- Telspan reconciliation
Benefits
401k, Dental Insurance, Life Insurance, Medical Insurance, Vision
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