Meeting Planner
2 weeks ago
Spiro is hiring a Account Manager-Meeting Planner to join our Sales team. The Account Manager-Meeting Planner works in partnership with the DEPT, delivering best-in-class service. The Account Manager-Meeting Planner ork in partnership with Account Director, other team members and the client to exceed client expectations by delivering best-in-class meeting planning services and proactive solutions on-time and on-budget.
Company Overview
Spiro is a global agency and together we create experiences and events that defy gravity. Where strategic creative meets advanced digital solutions enabling customers to experience brands in any space and time.
We boldly go where no experience has gone before. We are story tellers and story makers; we are fearless dreamers of the “what if” and are pioneers of innovation and perfectionist in our craft. We empower each other and partner to launch brands into their experiential orbit. Come. Join Our Spiro·Verse and Experience Brand Gravity.
Learn more about who we are
Responsibilities:
Responsibilities:
Work in partnership with client and Account Director to determine meeting goals, make recommendations, manage timelines and provide periodic updates
Managing details relative to client’s convention program and associated projects;
Manage pre-meeting, onsite and post-show event needs as appropriate which may include:
Pre-Meeting:
Make site/venue visits and recommendations
Secure housing blocks and negotiate hotel contracts either independently or through the association or housing bureau
Develop meeting budgets, project timeline and coordinate with 3rd party suppliers
Manage logistic communications with attendees including posting content for websites including StarCite and Cvent
Manage rooming lists and arrange, negotiate, and coordinate ground transportation as appropriate
Select meeting rooms and set-ups, manage food and beverage selection and coordinate audio visual needs
Ship and receive meeting materials, create signage
Manage registration for all attendees on behalf of the client
Research and provide amenities, recommend and arrange off-site venues for social events, dinners and meetings
Create nametags and staffing schedules
Create and distribute meeting packets to attendees, including meeting and city information
On-site:
Conduct pre-conference meeting with hotel and other vendors
Manage ground transportation and meet and greet services
Conduct registration process and maintain hospitality site
Provide professional on-site staff
Manage set-up of room, AV, and food and beverage
Facilitate preconvention meetings
Manage ongoing logistics
Facilitate client meetings and dinners
Oversee return shipping or destruction of unused materials
Track costs throughout meeting
Post-Meeting
Send follow-up communication to attendees as necessary
Receive and reconcile final billing from hotel and other vendors
Arrange HCP spend reporting
Review meeting and evaluate attainment of goals with client
Regularly and accurately reporting time on a weekly basis
Regularly informing the Account Director of project status and issues
Qualifications:
We understand the importance of transferrable skills and a diverse perspective, so if you do not fit all these requirements, we still want to hear from you and encourage you to apply
Previous experience in meeting planning.
Attention to detail, time management and organizational skills and ability to multi-task while managing multiple clients, shows and priorities.
Articulate and polished with ability to clearly communicate to client.
Ability to proactively provide practical solutions in an ambiguous environment.
Foresight to anticipate clients’ needs/requests and act accordingly.
Interpersonal skills and ability to develop a strong rapport with the client. Approachable, engaging and likable.
Bachelor’s Degree or commensurate experience with Meeting Planner / Event Management major preferred and a minimum of 5 years related meeting/convention experience.
Proficiency in MS office and experience working with a variety of software programs. Thorough knowledge of spreadsheets, presentations, databases, word processing and graphics.
Extensive travel required.
Significant weekend work required.
Ability to analyze available information and make sound decisions.
Excellent verbal and written communication skills and presentation skills.
Ability to work in consultative manner with clients of varied levels internally and externally.
Strong time management and ability to manage multiple tasks and partners.
Cvent experience preferred.
How to measure success
By 30 days, incumbent should understand team dynamics and perform basic job functions independently
By 60 days, incumbent should be self-reliant on basic job functions and begin executing more complex tasks
By 90 days, incumbent should have ownership over specific projects
Work Environment:
Benefits
Remote Environment
Full Benefits Package
401K Vesting Immediately
Psychological Safety
Diversity, Inclusivity and Belonging Culture
Employee Led Resource Groups
Spiro•YOU Professional Development & Learning Programs
Employee Events
Our Process
Our interview process is hand crafted to our roles. In general, you can expect to have an initial phone interview with our talent acquisition team and thereafter video interviews with team members and your future manager. We welcome candidates to view our social medial channels and website to extend the conversation beyond the responsibilities of the role. Once you have completed the interview process, we conduct a criminal background check, where applicable by law.
EEO Information:
We are making intentional efforts to promote positive work environments that welcome a variety of backgrounds. We are an equal opportunity employer and understand that for our community to thrive, we must appreciate and celebrate each one of our team members’ own uniqueness.
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