Job Title: Meeting Planner

Job Summary: The Meeting and Events Planner is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and trainings. The ideal candidate must thrive in a challenging and fast paced atmosphere where prioritizing and multi-tasking are the norm.

Basic Requirements:

  • A Bachelor’s Degree in hospitality, communications, public relations or a closely related field, and 5 years of  professional meeting experience (nonprofit or association experience preferred) or any equivalent combination of experience and training
  • Certified Meeting Planner (CMP) preferred,
  • Excellent verbal and written communication skills
  • A valid PA Driver’s License and/or access to reliable transportation are also required
  • Exceptional attention to detail and first class organizational skills
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • Be able to work independently within defined boundaries and minimal supervision
  • Recognize and seek supervisory input/guidance when needed
  • Be responsive to a fluid work environment and able to shift priorities;
  • Display proficiency with Microsoft Office Suite, including Outlook, PowerPoint, Excel, Word, Publisher, and other program-specific data collection systems;
  • Experienced at negotiating and building partnerships with vendors
  • Exceptional client service skills and enjoys working with the public
  • High energy, positive, professional attitude, pride in work
  • Great team member: willing to roll up your sleeves and pitch in to help your colleagues when needed

 Essential Functions:

  • Facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting
  • Solicit bids from venues and service providers (audio visual, presenters, potential presenters, etc.)
  • Inspect venues to ensure that they meet the client's requirements
  • Coordinate event services such as rooms, transportation, and food service
  • Work with other Association staff on digital management of contracts, speaker bios, session descriptions, handouts, RFPs, etc.
  • Create and send event marketing communications via email, web, print
  • Send and track correspondence with speakers and sponsors/exhibitors
  • Creation of event publications and syllabus materials
  • Prepare and verify BEO information with event venues
  • Coordinate travel, lodging, and expenses for participants & staff traveling to meetings

 This is a full-time position in a professional office environment that offers a competitive salary and a generous benefit package (Health, Dental, and Vision, Life Insurances, Retirement and Paid time off). This position requires regular overnight travel in PA.

 Days and hour of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

 Please send a cover letter, resume, and salary requirements to [email protected]. Please list Meeting Planner in the subject line.  Cover letter and salary requirements must be submitted to be considered.