Meeting Planner Job at Travel Leaders Corporate
Overview:
The Meeting Planner is key catalysts in the planning, organizing and delivery of the events, creating a seamless event experience for our clients and their attendees, from the initial idea through to the final invoice. The role involves liaising confidently and clearly with all event stakeholders to ensure client objectives are met and our events exceed expectations.
The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay.
This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.
Responsibilities:
Client Liaison and Development
Financial Management
General
Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.
Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.
#LI-remote
The Meeting Planner is key catalysts in the planning, organizing and delivery of the events, creating a seamless event experience for our clients and their attendees, from the initial idea through to the final invoice. The role involves liaising confidently and clearly with all event stakeholders to ensure client objectives are met and our events exceed expectations.
The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay.
This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.
Responsibilities:
Project Management
- Ensure all business-critical deadlines are met for each program and delivery of all events is in accordance with regulatory and client-defined compliance guidelines.
- Deliver first class customer service in line with clients’ objectives.
- Ensure effective usage of in-house project management systems and processes.
- Manage the application of client driven systems such as Salesforce and Cvent.
- Manage all venues & associated logistical arrangements including but not limited to; all F&B requirements, delivery of all on-site meeting materials, AV and technical etc.
- Manage all associated ad hoc meeting activities, where required.
- Ensure the completion of the invitation & attendee management process, including attendee communication, database management & reporting.
- Manage & co-ordinate client requirements with all 3rd party suppliers/internal service providers (DMC, Exhibit Agencies, Print & Design, Production, AV), where required.
- Produce, manage and circulate key communications e.g., weekly event summaries to all key meeting stakeholders e.g., location managers, sales & education teams and 3rd party vendors.
- Provide full handover ahead of each event to the location manager running the event onsite.
- Meetings and liaison with clients where applicable to establish, maintain and develop relationships.
Client Liaison and Development
- Meetings and liaison with clients where applicable to establish, maintain and develop relationships.
- Identify new opportunities and leads for existing and new business development.
- Assist with preparing and presenting event proposals to clients.
- Plan, attend & execute client planning meetings - face to face, video and/or conference calls, where required.
- Identify & manage preparation of supportive meeting planning materials for Client Planning Meetings.
- Ensure Client is up to date with all aspects of meeting planning arrangements throughout the course of the program.
- Attend Client debrief post event, either in person or virtually.
Financial Management
- Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event.
- Ensure financial tracking of each event and conduct regular ‘health checks’ to ensure positive cash flow.
- Maximize profitability of projects operated – including supplier negotiation and up-selling of additional services to clients.
- Identify, quantify and report cost avoidance/saving measures.
- Ensure compliance with company & client invoicing processes.
- Submit accurate final reconciliation of events within agreed timelines.
- Maximize revenue generation from allocated/targeted accounts.
- Manage and achieve project profitability.
- Cost efficient time management.
General
- Attendance & contribution at team meetings.
- Effective interaction with other departments.
- Accurate written & verbal communications.
- Comply with all company and Client policies and procedures, including those relating to Health & Safety.
- Comply with all Client & company privacy & security protocols.
- Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for clients.
- Develop and apply a good understanding of clients’ business and products.
- Demonstrate effective problem-solving skills.
- 3-5 years event management experience direct fast-paced healthcare meeting planning required.
- Experience of using Sales Force as an Event Management Tool.
- Management of onsite teams and associate planners.
- Client knowledge/structure/products.
- Relevant industry knowledge up-to date with market changes.
Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.
Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.
#LI-remote
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