Meeting Planner
Company: Society of Actuaries Research Institute
Location: Schaumburg
Posted on: March 18, 2023
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Job Description:
Meeting PlannerThis is a hybrid role which can be based in our
Schaumburg or downtown Chicago office.JOB SUMMARYThe Meeting
Planner is responsible for the successful planning and execution of
SOA volunteer meetings and other assigned events. The position will
support the Director and team members with additional
responsibilities and meetings as assigned.The position is
responsible for all operational aspects of event planning,
coordinating site selections, hotel negotiations / contracting,
logistics and expense reconciliation. This is a highly visible
position that interacts with SOA staff, members, volunteers and
represents the organization to the hospitality industry. The
position requires a highly self-motivated individual who possesses
excellent project management, organizational, communication, and
customer service skills. The position requires travel to
meetings/events and professional development training.ESSENTIAL
FUNCTIONSIn collaboration with the Director, Meetings and Events;
manage the RFP process for assigned event locations and services.
Includes preparing RFPs, reviewing proposals, and negotiating
contracts while adhering to SOA policies and minimizing risk to the
organization. Serve as the primary liaison to venues, vendors, and
contractors.Cultivate and maintain relationships with various
suppliers, including hotels, audio-visual companies, and convention
bureaus.Serve as the department representative with other SOA
departments.Conduct site inspections.Responsible for all logistics
related to assigned meetings and events including event shipments.
Responsible for rooming lists and pick up/tracking reports for
assigned meetings and perform housing audits.Assist with budget
recommendations, expense management, and financial
reconciliation.Support the creation and maintenance of department
SOPs.Membership and participation in industry association(s).Onsite
event management as needed.Other duties as assigned.EDUCATION AND
EXPERIENCE REQUIRED Bachelor's Degree in business, hospitality
management, or equivalent events experience.Certified Meeting
Professional (CMP) required. 3-5 years of experience in meeting
planning including preparation of RFPs, negotiating and
contracting, hotel selections, logistical planning, food and
beverage and on-site management.Non-profit/association experience
working with volunteers preferred. KNOWLEDGE, SKILLS AND ABILITIES
including competencies that may be representative but not all
inclusive of those commonly associated with this position.Excellent
communication (verbal and written) and customer service
skills.Knowledge of policy and ability to apply that to unique
situations.Demonstrated project management skills and fiscal
responsibility for multiple events. Exceptional attention to
detail.Ability to adapt quickly to a constantly changing working
environment.Ability to make objective decisions using sound
judgment.Excellent organizational, prioritization and multitasking
skills.Ability to work under pressure, meet deadlines and
multi-task.Proactive and effective communicator across all levels
and disciplines.Proactive thinking and recommending changes for
continuous improvement.Willingness to work extended hours during
high periods to meet deadlines.Ability to travel as required.WORK
ENVIRONMENT (environmental and atmospheric conditions commonly
associated with the performance of the functions of this job.
Flexible hybrid environmentOccasional overnight travelSUPERVISORY
RESPONSIBILITIES AND COORDINATION required to perform the functions
of this job.N/AEQUIPMENT USED TO PERFORM THE JOB (may be
representative but not all inclusive of those commonly associated
with this position. Examples are listed below.Standard office
equipment, including personal computer and printerSpecific computer
software (MS Office, Personify) PHYSICAL ABILITIES that are
commonly associated with the performance of the functions of this
job, with or without reasonable accommodation. Examples listed
below.Capable of stooping, bending, stretching and liftingCapable
of working 12 hours or more a day when on-site for eventsRequires
occasional lifting of objects weighing up to 25 pounds The SOA will
provide equal opportunity to all employees and applicants for
employment regardless of actual or perceived race, color, religion,
age, sex, pregnancy, national origin, ancestry, disability (mental
or physical), genetic information, military or veteran status,
marital status, order of protection status, gender identity, sexual
orientation or any other category protected by applicable law. Such
action shall include but is not limited to: initial consideration
for employment; job placement and assignment of responsibilities;
performance evaluation; promotion and advancement; compensation and
fringe benefits; training and professional development
opportunities; formulation and application of human resource
policies and rules; facility and service accessibility; and
discipline and termination. This job description in no way states
or implies that these are the only duties to be performed by the
employee occupying this position. Employees may be required to
follow other job-related instructions and to perform other
job-related duties as requested, subject to all applicable state
and federal laws. Certain job functions described herein may be
subject to possible modification in accordance with applicable
state and federal laws. PI208274741
Keywords: Society of Actuaries Research Institute, Schaumburg , Meeting Planner, Other , Schaumburg, Illinois
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