Event Coordinator

The Planet Group; Framingham (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

The Planet Group is seeking a Meeting Planner to coordinate all aspects of meetings and events for US Domestic entities in Framingham, MA. You will research venues, negotiate contracts, and provide full support to internal customers, helping deliver over 500 meetings annually as part of a collaborative team.

You will work with internal clients to define objectives, manage site selection, contract terms, and on-site coverage when required.

Qualifications

• Strong Microsoft Office experience, especially PowerPoint, Excel, Outlook and Word.
• General knowledge of Meeting Registration Tools (Cvent, Aventri, Bizly or Groupize)
• Outstanding customer service and excellent communication/interpersonal skills
• Ability to multi-task in a fast-paced environment and work well in a team

Responsibilities

• Coordinate all aspects of meetings and events for US Domestic entities.
• Research venues and negotiate contracts for hotels, F&B, off-site events, and transportation.
• Provide full support to internal customers and manage over 500 meetings annually.
• Negotiate contracts and determine meeting specifications and locations.
• Assist with budget and cost analysis and oversee on-site coverage when required.

Skills

PowerPoint

Excel

Outlook

Word

Customer service

Communication skills

Interpersonal skills

Meeting planning

Budget knowledge

Attention to detail

Multi-tasking

Team collaboration

Tools

Cvent

Aventri

Bizly

Groupize

Job description

Job Summary:

Responsible for coordinating all aspects of meetings and events. This includes researching venues, negotiating contracts and providing full support to internal customer. Meeting Planners provide full support and effective delivery of all meetings, events and conferences for the US Domestic entities. Meeting Planner works as part of a team to manage over 500 meetings annually.

Major Areas of Responsibility

• Work with internal clients to understand meeting objectives
• Responsible for the planning all aspects of company meetings and events (Site selection, negotiate contract terms for hotel, Food & Beverage, off-site events, transportation...)
• Negotiation of contracts for all meeting components
• Determine meeting specifications and evaluate potential meeting locations/venues
• Assists internal client with budget and cost analysis
• Books and oversees all size meetings from small training to larger conferences.
• Provides on-site coverage if required/requested. As necessary, conducts site visits to ensure selections meet conference needs and standards
• Attends industry related events to maintain state of the art knowledge of the travel industry. Attends association meetings and participates in industry networking opportunities to maintain full understanding of Strategic Meeting Management Programs.
• Provide feedback to Manager on department needs and initiatives
• Recommendations to streamline workflow
• Evaluation of software technology to support meeting planning
• Performs special projects as assigned

Required Skills

• Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word.
• General knowledge of Meeting Registration Tools (Cvent, Aventri, Bizly or Groupize)
• Knowledge of travel industry
• Outstanding customer service skills
• Excellent communication and interpersonal skills(written, verbal and presentation)
• Ability to follow through on objectives, be detail oriented, stay organized and remain flexible
• Must be able to multi-task
• Previous meeting/event planning experience or similar (ie. Hotel or Travel Industry Experience)
• Must thrive in a very busy atmosphere and be able to manage many things at one time with the ability to shift gears and prioritize
• Change management skills and flexibility
• Ability to focus and get the job done while avoiding distractions.
• Strong ability to collaborate with other Planners and work within a team environment
• Great at being resourceful and leveraging relationships to problem solve.