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Senior Meeting Planner

4 months ago

Washington, United States Randstad Sourceright Full time

Senior Meeting Planner - Possible Temp to Hire - Will Travel

Will be based in Washington DC or New York, NY


Senior Meeting Planner

The Senior Meeting Planner is the liaison between company Committee Liaison and committee members and is primarily responsible for providing meeting planning support for the Corporate Governance committee meetings and outward-facing member meetings. Significant areas of responsibilities include building registration within Cvent, logistic planning for catering, audio visual, budgeting, contract negotiations and serving as production manager for company virtual/hybrid events. This position has responsibility for meetings and projects that often overlap and require multiple meetings, simultaneously. The ability to make sound decisions on own accord while supporting the companies mission is essential in this role.

The Senior Meeting Planner is accountable for a stringent budget and successfully managing the logistical and financial aspects of assigned events. This role must coordinate communications to external committee members and acts as a liaison in all areas of the program development, webcasting, audio visual and daily use of the FINRA registration database.


Job Description

Essential Job Functions:

• Utilizes technology to manage meeting logistics in a virtual, hybrid, and in-person meeting environment for assigned projects.

• Facilitates pre-conference meetings, site selection, contract negotiation, rooming list, menu development and banquet event orders, on-site management, budget reporting, and post-conference expenses and payments.

• Creates and manages meeting registration through Cvent; monitors day-to-day registration data and initiates confirmation letters.

• Establishes effective controls, and monitors all committee activity regarding travel, on site and post TE approvals.

• Utilizes wide-based knowledge of Cvent for sourcing vendors, budgeting, reconciliation, and reporting.

• Supports meeting functions by coordinating the set-up of Audio-Visual (AV) equipment and providing oversight of the AV vendor.

• Utilizes a myriad of travel and expense tools to support the meetings (Workday Expense, RezDesk, Third Party Travel, and Cvent).

• Negotiates favorable prices and contract terms with suppliers.

• Creates food and beverage plans for committee meetings.

• Develops budgets for Corporate Governance meetings.

• Oversees the cost consistency of all Corporate Governance committee meetings across the organization