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Senior Meeting Planner

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Cvent is a leading meetings, events and hospitality technology provider with more than 4,300 employees and nearly 21,000 customers worldwide. Founded in 1999, the company delivers a comprehensive event marketing and management platform for event professionals and offers software solutions to hotels, special event venues and destinations to help them grow their group/MICE and corporate travel business.

The dedicated Senior Meeting Planner position executes corporate meetings, conferences, tradeshows, and client functions as assigned by the Operations Manager. Prefer a candidate who is also able to source and contract. Position offers an opportunity to interact with a wide variety of people, managing multiple projects simultaneously. Dedicated client produces over 300 meetings per year (prior to COVID) of which 75% are under 50 attendees. Client produces approximately eight (8) larger meetings per year which vary between 200 to 600+ attendees.

Objectives of this Role

• Manage all aspects of program planning, meeting strict deadlines and budget demands

• Nurture and build relationships with vendors, venues, and other industry contacts to craft and implement creative and logistical aspects of all events

• Stay current, and often ahead of the curve on event planning, design, planning in a COVID environment and production trends, proactively identifying, and solving operational challenges

• Comply with legal, insurance, health, and safety regulations always

Daily and Monthly Responsibilities

• Management of 50 - 100 meetings per year with a varied attendance.

• Oversee client experiences from conception through post-event, managing on-site preparations, production, and event breakdown, ensuring consistent, high-level service throughout all phases

• Troubleshoot and handle any issues that arise during program execution

• Coordinate with clients, vendors, and others to establish needs for events, and serve as liaison to administrative and executive assistants, stakeholders, and senior level executives throughout the planning process

• Research resources, make occasional site visits, and lead pre/post-event meetings when necessary to help meeting hosts make decisions about budgets, event design and informational debriefing

• Plan and facilitate logistics for all events, including vendor contract negotiations, attendee lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials

• Manage and/or facilitate program payment schedules, budgets, attrition, cancellation, vendors, timeline creation and adherence, payment reconciliation to corporate credit card, check requests and chargebacks to stakeholder cost centers

• Work with travel as required to book group air travel and to assure accurate air manifests are provided to the meeting stakeholder

• Prepare communications to onsite stakeholder, logistic plans, final reports, program specifications and service agreements as well as all other pertinent program related planning materials

• Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position

QUALIFICATIONS

• Minimum 8 years of Corporate Meeting/Event Management planning experience required; 5 years within a healthcare or life sciences planning group
• Bachelor’s degree or equivalent in event management or a related discipline
• CMP certification strongly preferred
• Experience in marketing and/or public relations
• Proficiency in all Microsoft Office applications and Cvent sourcing, MRF, budget and attendee management tools
• Flexibility to travel, as needed (20%)

SKILLS

• Excellent oral and written communication skills
• Ability to converse with all levels of personnel, including CEO level
• Ability to select suppliers, systematically identifying qualified suppliers to fill project openings, taking into consideration project requirements, organizational readiness, changing dynamics, and legal requirements
• Effective program management, organizational and time management skills.
• Attention to detail
• Ability to work independently, developing strategies and action plans and implementing goals and objectives
• Strong accounting skills with a track record of budget management and responsibility
• Successful negotiating skills
• Strong industry knowledge and experience

EEO[/AA]/Minorities/Females/Disabled/Veterans

At Cvent we celebrate, support and are committed to creating a diverse and inclusive environment. We’re proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status or any other legally protected characteristics.

Cvent maintains a drug-free workplace

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