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Meeting & Incentive Event Planner

2 months 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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