Meeting & Incentive Event Planner

3 weeks ago

Chicago, United States Trident Experiential LLC Full time

**PLANNER**

**THE LEGAL STUFF**:
A Planner leads development, planning, and execution of high-profile and strategically important client events including conferences, special events, meetings, incentive trips, and evening activity programs from contracting through final invoicing and post-program reconciliation, debriefs, and analytics.

**Position Objectives**:

- Create incredible planning experiences for our Clients;
- Make their audiences feel it in their seats by delivering innovative, impactful events;
- Lean in with a high-performance team by sharing your experience and moxie with teammates; and
- Continually contribute to improving internal systems and processes and ideating new ones.
- ** Job Type**:Full-time - Exempt
- ** Salary Structure**:Base Salary + Performance Incentives
- ** Benefits**:Heath, Vision, Dental, Disability, & Life Insurance, Agency-funded Retirement Plan, Personalized Professional Development Budget, Use of Agency memberships where appropriate
- **Reports to**: Director of Meetings & Incentives
- ** Location**:Chicago—this is a hybrid role (3-4 days in-office, 1-2 days out)

**YOUR SUPERPOWERS**:

- Impeccable character: You exude Accountability, Authenticity, and Awesomeness
- A consistent, unbeatable team-first mindset
- Able to navigate and flourish in a VUCA environment
- Strong collaborative skills and relationship-builder
- Excellent written and verbal communication and presentation style
- Strong project management and organizational skills
- Ability to manage multiple projects simultaneously
- Curious and analytical, with a love for data
- Cvent mastermind
- Proven success in creating and managing budgets and maximizing profitability
- Ability to travel (up to 25% of time)
- 4+ years of planning experience

**YOUR DAILY GRIND**:
Either directly, or through the assignment of responsibilities to appointed subordinates, a Planner will perform the following, as well as other tasks/duties as necessary and/or assigned:
**External Accountabilities**:

- Maintain and grow productive, professional, and profitable relationships with Clients.
- Proactively assess and validate Client needs on an ongoing basis.
- Lead the planning and execution of all components for assigned projects.
- Serve as the central point of communication for all external stakeholders during the planning process.
- Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations.
- Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution.
- Maintain presence and availability for Clients throughout program operations, including mobile and physical availability throughout the program.
- Obtain Client signoff for changes, additions, and cancellations, including updating and managing change/growth of project scope.
- Assist in the preparation of final invoicing and program closeout within appropriate time frames.
- Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans.
- Advise on and attend site inspections as required.

**Internal Accountabilities**:

- Lead strategic planning process and teams that develop mutual performance objectives and financial targets for Clients and the Agency.
- Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives.
- Manage time in a billable hour environment and be accountable for non-billable hours.
- Update/contribute to tracking Client’s upcoming program opportunities and critical milestones.
- Quarterback project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives.
- Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule.
- Aid in development of comprehensive solutions to deliver innovative, best-in-breed services to our Clients.
- Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace.
- Secure all supplier partners/preferred partners through a strict vetting process and pricing negotiation.
- Elevated level of proficiency in Microsoft 365 and industry software including Cvent.
- Excel freak in the sheets

**Education**:

- BA/BS in business or event-related field and/or equivalent experience
- CMP, DMCP, CMM, CSEP, DES, CED, CIS, CITP, PMP, or other professional designation (If none, within 18 months, a certification timeline will be developed pursuant to the professional development budget.)

**X-Factor**
- Not from central casting but feel like you bring something special and different to the table? Let’s talk

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