Executive Meeting/Events Planner

Swoon; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Swoon is seeking an experienced Meeting/Event Planner to support a single VIP client group in healthcare. The role is high-touch and requires organization, attention to detail, and professionalism.

Candidates should have 3+ years of planning experience and be ready to hit the ground running with training provided by the client. The ideal candidate will manage venue selection, logistics, budgets, vendor relationships, and on-site execution, while maintaining strong communication across

Qualifications

• Minimum 3+ years of meeting/event planning experience.
• Proficient in Microsoft Office products.
• Knowledge of project management procedures.
• Travel industry knowledge preferred.
• Excellent oral and written communication skills.
• Strong organizational, negotiation, and multitasking abilities.

Responsibilities

• Plan and manage meetings with budgets, vendors, and on-site logistics.
• Prepare project plans, program outlines, and speaker coordination.
• Coordinate venue selection, technology, and security procedures.
• Oversee invitations, registration, travel, housing, and transport.
• Travel onsite as business lead and main point of contact for the client.

Skills

MS Office

Project management

Communication

Organizational skills

Negotiation

Multitasking

Team player

Travel readiness

Attention to detail

Problem solving

Tools

MS Office

Electronic meeting tools

Job description

This role is dedicated to one main VIP client group in healthcare and is very high touch. Seeking someone organized, detailed, professional, and with a strong background in meeting planning. The team needs someone who can hit the ground running. The client will provide training on their processes, but candidates should have a minimum of 3+ years of planning experience.

Meeting/Event Planning Process

• Determines the purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to the program.
• Identifies stakeholder needs, prepares program outlines including topics, content, and speakers, designs program details to meet participant needs, identifies success criteria for evaluating the meeting, and determines technology requirements.
• Proactively escalates potential client, program, or delivery issues for timely resolution.
• Performs time tracks as requested by management.

Facilities & Services

• Determines the appropriate geographical location and venue.
• Identifies services required and coordinates security procedures.
• Plans, orders, and oversees technology requirements.
• Conducts pre-meeting briefings and post-con meetings with suppliers and facility providers.
• Plans and creates agendas for site inspections.
• Identifies ancillary revenue sources and/or cost savings opportunities.
• Develops budgets for meetings, which may include vendor contract negotiations.
• Ensures completion of payment and/or billing processes.
• Manages meetings according to budget.
• Conducts the RFP process and determines fees for participation.Is responsible for group reporting requirements.
• Ensures adherence to standard or client-specific deposit terms, terms and conditions of the client contract, and billing guidelines.

Logistics

• Establishes invitation and registration procedures, assesses risk management to determine insurance and operational needs, and determines exhibitor booth assignments and setup processes.
• Secures and communicates transportation and travel arrangements.
• Determines setup for function rooms, including seating and AV.
• Manages all food and beverage needs.
• Prepares and reviews housing reports in a timely manner.
• Coordinates shipping of materials.
• Complies with M&E technology usage as required.

Program

• Secures speakers and entertainment and manages contractual relationships.
• Determines food and beverage requirements that support program objectives.
• Arranges ancillary programs in conjunction with meetings, including pre- and post-meeting activities.
• Arranges media and PR activities for the program.Provides program feedback to all stakeholders through summary and distribution of program debrief notes for inclusion in account review.
• Travels onsite for assigned programs, acting as the business lead and meeting owner.
• Collaborates with the onsite Lead Travel Director.

Experience

• 3 years of meeting/event management or customer service experience in hospitality.
• Good knowledge of Microsoft Office products.
• Knowledge of project management procedures.
• Travel industry knowledge preferred.
• Knowledge of electronic meeting management tools preferred.
• Excellent oral and written communication skills to communicate internally and externally.
• Strong critical thinking, attention to detail, customer service, and negotiation skills.
• Strong organizational skills with the ability to coordinate multiple resources.
• Ability to remain calm in fast-paced, stressful situations.
• Able to set priorities and multitask.
• Ability to work as a team player and be self-motivated.
• Ability to process financial information.
• Ability to travel to events as necessary.
• Ability to learn quickly and solve problems in a timely manner.