Senior Event Meeting Planner

The Workplace Experience and Events Coordinator will provide significant contributions to the employee experience through focused execution in event planning, creating employee ease in the workplace, and supporting collaboration and community.

You will lead the successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team. In this role, you would be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, and other event attendee services.

DUTIES & RESPONSIBILITIES

• Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar. This includes but is not limited to sourcing/selecting/recommending vendors for decor, entertainment, giveaways, etc., supporting event communication, problem-solving issues that arise, welcoming guests, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and managing tear-down.
• Manages complex master meeting and events calendar for medium to large sized event space.
• Communicates events schedules, provides maps and logistics details to all required partners and service providers.
• Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensure understanding of details of event between host and service delivery team and post event reporting and reconciliation.
• Participates and/or leads planning calls, representing the site, and ensuring all event aspects are in accordance with building safety and security regulations.
• Captures post-event reporting and reconciliation and suggests recommendations for continuous improvement and cost / process efficiencies.
• Accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.
• Under the direction of the Campus management team and Facilities, build and maintaining strong work relationships with internal and external clients, anticipate employee needs, and creating and fostering social networking.
• Performs all other duties as assigned.

• Bachelor's degree in Hospitality, Business, Marketing, Public Relations, Communications or related discipline college or university, and a minimum of 2 years of relevant experience and/or training; or equivalent combination of education and experience (equivalent work experience = 2 years' experience for every year of higher-level education).
• Experience in corporate or conference center management preferred.
• Experience with corporate workplace experience concepts.
• Ability to comprehend and interpret instructions, short correspondence, and customer requests and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
• Comfortable meeting and engaging with new people.
• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
• Utilize a high level of attention to detail as well as strong interpersonal skills.
• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.
• Ability to calculate intermediate figures such as percentages, discounts, and commissions.
• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, SharePoint, OneNote, Outlook, etc.
• Comfortable with and embracing of new technologies and digital tools, such as apps, databases, financial management, work order management, social networking, cloud technologies, and communications.
• Ability to work in multiple software platforms and learn and retain technical software applications quickly.
• Good organizational skills. Must work well under pressure and demonstrate a proactive approach to routine and non-routine occurrences.
• Ability to work flexible work schedules based on business need.
• May need to be physically able to lift and move, boxes or operate a two-wheel dolly and able to lift 25 lbs.
• Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 25 lbs.

SAFETY

Responsible for personal safety and the safety of those who are affected by your work.

This includes but is not limited to:

• Complete at a satisfactory level all required and assigned Environmental, Health and Safety (EHS) training.
• Follow all activity policies and procedures, including all EHS related requirements at all times.
• Participate in all EHS related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
• Report any condition which you feel could result in an accident or injury and / or stop work if required.