Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid events per year. This is an exempt position.
Duties and Responsibilities:
Event Management
Work closely with the Director on all events from initial design and pre-planning stages through execution and follow-up.
Manage the logistics during the event planning process, including:
Event timelines and checklists;
Attendee communications, including registration/RSVPs, attendee dietary restrictions and special needs, and messaging on the training registration platform;
Track payments and follow up with unpaid registrants;
Function space allocation and room set-ups, AV equipment;
Speaker coordination and technical support;
Proofreading and producing slides, nametags, handouts, and other materials;
Ensure correct number of polls, enter into Zoom, and track timing for CPE credit;
Continuing education credit coordination;
On-site set-up and supervision;
Room block management;
Food & Beverage selections and review Banquet Event Orders;
Virtual and in person event host and technical lead;
Send preliminary survey results to speakers within one business day; and
Post-event attendee follow-up.
Develop and manage event budgets, track expenses during the planning process, and complete event summaries with final expenses within one week of event conclusion.
Maintain a detailed electronic filing system for all events.
Provide feedback and make recommendations for better efficiencies involving the meetings logistics and communication process; seek and suggest possible solutions in order to ensure effective outcomes.
Serve as lead and/or primary backup for event production.
General / Marketing Activities
Assist in maintaining, developing and leveraging Firm client/prospect mailing lists.
Participate in team strategy sessions regarding programming and scheduling.
Coordinate the shipment of marketing materials for off-site events.
Assist with the private/dedicated training intake process.
Build courses in the LMS as needed.
Other duties as assigned.
Experience / Qualifications
Bachelor's degree in Marketing, Business, Hospitality, or a related field required.
CMP or DES preferred.
Minimum 3-5 years of event planning experience, preferably in professional services or associations.
Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
Skilled in production of events using Zoom Meetings and Zoom Webinar or similar virtual meeting software required.
Ability to work independently as well as on a team.
Strong oral and written communication skills with proven track record interfacing with partners, clients, and other stakeholders.
Excellent attention to detail and ability to multitask.
Exhibits grace under pressure.
Ability to multi-task in a fast-paced environment with shifting priorities and deadlines.
Reside in the Washington, DC, metro area and be willing to be in the office a minimum of four days per week.