Meeting PlannerThis is a hybrid position. Candidates must reside within a 100-mile radius of our home office in Chicago, IL.Your Purpose:The Meeting Planner is responsible for the successful planning and execution of SOA volunteer meetings and other assigned events. The position will support the Director and team members with additional responsibilities and meetings as assigned. The position is responsible for all operational aspects of event planning, coordinating site selections, hotel negotiations / contracting, logistics and expense reconciliation. This is a highly visible position that interacts with SOA staff, members, volunteers and represents the organization to the hospitality industry. The position requires a highly self-motivated individual who possesses excellent project management, organizational, communication, and customer service skills. The position requires travel to meetings/events and professional development training. What You'll Do:
- In collaboration with the Director, Meetings and Events; manage the RFP process for assigned event locations and services. Includes preparing RFPs, reviewing proposals, and negotiating contracts while adhering to SOA policies and minimizing risk to the organization.
- Serve as the primary liaison to venues, vendors, and contractors.
- Cultivate and maintain relationships with various suppliers, including hotels, audio-visual companies, and convention bureaus.
- Serve as the department representative with other SOA departments.
- Conduct site inspections.
- Responsible for all logistics related to assigned meetings and events including event shipments.
- Responsible for rooming lists and pick up/tracking reports for assigned meetings and perform housing audits.
- Assist with budget recommendations, expense management, and financial reconciliation.
- Support the creation and maintenance of department SOPs.
- Membership and participation in industry association(s).
- Onsite event management as needed.
- Other duties as assigned.
What You'll Need:
- Bachelor's Degree in business, hospitality management, or equivalent events experience.
- Certified Meeting Professional (CMP) preferred.
- 3-5 years of experience in meeting planning including preparation of RFPs, negotiating and contracting, hotel selections, logistical planning, food and beverage and on-site management.
- Ability to travel as required.
- Non-profit/association experience working with volunteers preferred.
- Excellent communication (verbal and written) and customer service skills.
- Demonstrated project management skills and fiscal responsibility for multiple events.
- Exceptional attention to detail.
- Ability to make objective decisions using sound judgment.
- Excellent organizational, prioritization and multitasking skills.
- Proactive and effective communicator across all levels and disciplines.
- Proactive thinking and recommending changes for continuous improvement.
- Willingness to work extended hours during high periods to meet deadlines.
What We Offer:
- Competitive Compensation: We understand the value of your contributions, and we ensure that you are rewarded competitively for your skills and dedication.
- Generous Paid Time Off: Achieve a work-life balance with ample paid time off, giving you the flexibility, you need for personal and family responsibilities.
- Professional Development: We invest in our team's growth. Take advantage of opportunities for continuous learning and career advancement, including tuition reimbursement and continuing education funding.
- Health and Wellness: Your well-being is important to us. Enjoy access to comprehensive health benefits, wellness programs, including our Employee Assistance program (EAP) and wellness reimbursement.
- Disability Coverage: Gain peace of mind with our comprehensive disability coverage, including life, short-term, and long-term disability benefits.
- Retirement Planning: Secure your future with our 403(b) plan and generous employer contribution.
- Maternal/Paternal Leave: Embrace parenthood with confidence, knowing that we've got you covered every step of the way. Our maternal/paternal leave policy is designed to give you the time you need to bond with your newest family member without worrying about work.
- Flexible Work Environment: Embrace a flexible hybrid environment that supports your productivity and work-life balance.
- Diversity and Inclusion: We celebrate diversity and foster an inclusive workplace where everyone's unique perspectives are valued.
The SOA will provide equal opportunity to all employees and applicants for employment regardless of actual or perceived race, color, religion, age, sex, pregnancy, national origin, ancestry, disability (mental or physical), genetic information, military or veteran status, marital status, order of protection status, gender identity, sexual orientation or any other category protected by applicable law. Such action shall include but is not limited to: initial consideration for employment; job placement and assignment of responsibilities; performance evaluation; promotion and advancement; compensation and fringe benefits; training and professional development opportunities; formulation and application of human resource policies and rules; facility and service accessibility; and discipline and termination.