Meeting Planner

The Meeting & Events Planner is responsible for managing a diverse range of events, from non-complex meetings typically involving 50 or fewer participants to complex events. This role focuses on handling basic transactions for smaller-scale events while also overseeing medical conferences, congresses, and strategic meeting management (SMM). The planner handles all aspects of event organization—from venue sourcing to vendor coordination—ensuring events are executed flawlessly and aligned with regulatory standards, client expectations, and comprehensive budget management.

Key Responsibilities

Event Management and Coordination

• Manage non-complex meetings and events with 50 or fewer participants, ensuring seamless execution and client satisfaction.
• Handle basic event requirements, often acting as a pass-through for straightforward event needs without specific client demands.
• Support the planning and execution of small-scale events, ensuring alignment with event objectives and ensuring smooth operations.
• Manage complex meetings and events, including medical conferences, congresses, and strategic meetings with more than 50 participants.
• Take responsibility for all event organization aspects, including venue sourcing, registration processes, catering for food and beverages, and coordination with third-party agencies for audio-visual needs.
• Oversee the selection and management of event hosts, ensuring appropriate alignment
• Assist in venue sourcing, helping identify and secure appropriate venues based on event specifications
• Coordinate with vendors to ensure event requirements are met, maintaining strong communication and collaboration throughout the planning process
• Organize giveaways and manage detailed arrangements with suppliers to ensure high-profile events run smoothly.
• Coordinate and negotiate with vendors to secure the best services and pricing, ensuring the successful execution of events and adherence to the established budget.

Strategic Meeting Management (SMM) & Finance

• Specialize in managing significant events, including large-scale congresses and conventions, overseeing end-to-end event planning and execution.
• Manage event budgets comprehensively, ensuring financial constraints are met and value is maximized through vendor negotiations and efficient planning.
• Monitor spending and track event costs to ensure adherence to budget while maintaining high standards of service and execution.

Compliance and Documentation

• Handle necessary event documentation, ensuring compliance with organizational standards and client requirements.
• Manage event files, contracts, and other paperwork, ensuring all details are properly documented and accessible for future reference.
• Collaborate closely with Business Support teams for efficient reporting, ensuring compliance with regulatory standards and client expectations.
• Track and maintain compliance documentation to ensure events meet necessary regulations and are executed within the parameters set by clients and industry standards.

Ad-Hoc Project Support

• Occasionally take on additional responsibilities for up to two projects, showcasing flexibility and adaptability as a season planner
• Demonstrate a willingness to assist with various tasks as needed to support the overall success of the meeting and events team.

JOB REQUIREMENTS:

• Previous experience in event planning or coordination, particularly with small-scale meetings or events, as well as proven experience in managing complex meetings and events,.
• Expertise in Strategic Meeting Management (SMM) and end-to-end event planning, including venue sourcing and vendor coordination.
• Skilled in budget management and financial oversight, including vendor negotiations and tracking event costs
• Basic understanding of event logistics, vendor coordination, and venue sourcing
• Proficiency in office software such as Microsoft Office and Google Suite, and event management software.
• Strong organizational skills with the ability to manage multiple tasks, work under pressure, and ensure deadlines are met.
• Excellent communication and interpersonal skills, both written and verbal, for effective interaction with clients, vendors, and team members.
• Ability to adapt to changing event requirements and take on ad-hoc projects as needed.
• Attention to detail in managing event documentation and ensuring all necessary paperwork is accurately completed.