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Meeting Planner

2 months ago

Chicago, United States Clutch Full time

Role: Meeting Planner

Location: Chicago, IL

Hybrid/On-site/Remote: Remote w/travel

Hourly Rate: $30-50/hourly (DOE)


Clutch Creative is a rapidly growing staffing agency. We support our clients by identifying unreachable talent that helps their businesses grow.

Our candidates work with us because they know we have the best opportunities available to them and will help them navigate their next career move.

We care, we're honest, and we hustle—that's what makes us Clutch.

Clutch is looking for a Meeting Planner with pharmaceutical events experience for a client of ours.


Responsibilities:

  • Venue Sourcing and Contracting:
  • Source, negotiate, and contract hotel venues using Cvent and manual methods.
  • Create PowerPoint presentations highlighting venue offerings for internal selection.
  • Build, test, and operate Cvent registration sites.
  • Target Invitee Management:
  • Data mine and scrub target lists to find current contact information.
  • Recruit for multiple programs using Cvent and follow up regularly.
  • Manage Cvent and other meeting databases with attendee information.
  • Maintain manual trackers for recruitment statuses.
  • Program Logistics Management:
  • Manage all logistics for programs from start to finish within budget.
  • Maintain organized documents.
  • Manage attendee travel arrangements.
  • Manage meeting space setup and rooming lists.
  • Handle food and beverage arrangements.
  • Manage audio-visual needs.
  • Manage meeting materials (printing, shipping, organization).
  • Travel on-site to execute programs and manage on-site needs.
  • Create and maintain detailed meeting specifications.
  • Manage off-site dinners.
  • Collect, review, and process attendee expense reimbursements.
  • Compile final program documents and save accordingly.
  • Conduct post-program reconciliations.
  • Maintain a working budget and update the internal team regularly.


Qualifications:

  • Skilled in sourcing, negotiating, and contracting hotel venues.
  • Strong understanding of Cvent.
  • Ability to work independently and within a team.
  • Strong time management and organization skills.
  • Understanding of timelines and ability to adapt to deadlines.
  • Professional work ethic in email communications, in-person engagement, and vendor relationships.
  • Proficiency in email platforms and Slack.
  • Ability to think creatively and problem-solve.
  • Attention to detail and care for accuracy.
  • Ability to maintain a clean working space on-site.
  • Experience working with travel agencies or vendor partners.
  • Proficiency in Microsoft Office Suite and Outlook.
  • Ability to balance multiple projects concurrently.
  • Availability to travel up to twice a month for 3-5 nights (domestic travel only).


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