Meeting Planner
Company: Society of Actuaries Research Institute
Location: Schaumburg
Posted on: March 19, 2023
Job Description:
Meeting Planner
This 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
FUNCTIONS
- In 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 environment
- Occasional overnight travel
SUPERVISORY RESPONSIBILITIES AND COORDINATION required to perform
the functions of this job.
- N/A
EQUIPMENT 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
printer
- Specific 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 lifting
- Capable of working 12 hours or more a day when on-site for
events
- Requires 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.
PI208274757
Keywords: Society of Actuaries Research Institute, Schaumburg , Meeting Planner, Other , Schaumburg, Illinois
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