Corporate Meeting Planner

2 weeks ago


Alpharetta, United States Aptara Full time

CORPORATE Event/Workshop Planner

Start: Immediate

Duration: 6 Months to start, with likely extension

Location: ONSITE Alpharetta, GA

Hourly Rate W2 – Plus all benefits



PROCESS MANAGEMENT:

• Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.

• Utilize business program management system to manage program from contract turn-over meeting to final bill completion.

• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.

• Communicate between Information Technology support and clients for web requirements on assigned programs.

• Work with creative team to produce program materials.

• Coordinate and possibly attend site inspections as needed.

• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.

• May conduct program debrief with client.

• Work with accounting to complete final bill, review final billing prior to final invoicing to client.

• Maintain accurate records, system input, and complete file management as outlined in American Express GBT M&E and client policies and procedures.

• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.

• Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.

• Source/Contract 3rd party suppliers

L

FINANCIAL MANAGEMENT:

• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.

• Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.

• May initiate and reconcile supplier payments.

• Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.



REQUIREMENTS

Must have 5 years of experience as a CORPORATE Meeting/Workshop planner

Must have experience with meeting industry technology - (CVENT)

Must have Strong sourcing background for event suppliers

Must have experience forecasting and reporting all event financials

Must have experience managing the entire overall budget for the event

Must have proven experience managing event time lines and delivering under strict deadlines

Ability to communicate effectively and professionally with all levels of management and clients.

Ability to be flexible and handle change well. Must have strong multi-tasking experience

Must have current Passport

Must have the ability to travel by airplane, boat, rail and/or car


DESIRED

• Certified Meeting Planner designation highly preferred.


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