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