Meeting Planner

The Fountain Group; Austin (TX); On-site; USD 47,000 - 50,000; Full time

Job summary

The Fountain Group is seeking an experienced Meetings & Conference Room Planner to coordinate and execute a high volume of onsite corporate meetings in Austin, TX. You will manage meeting logistics from planning through onsite execution, partnering with internal stakeholders, facilities, and vendors.

Qualified candidates have 5+ years in corporate meeting planning, strong organizational and communication skills, and the ability to manage multiple events in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• 5+ years of professional meeting or event planning experience.
• Experience planning corporate meetings for internal stakeholders.
• Experience coordinating vendors, catering, AV, facilities, room setups, and other event logistics.
• Ability to work onsite in Austin five days per week.
• Travel up to 20%.
• CMP certification preferred.
• Excellent organizational and communication skills.
• Strong problem-solving and adaptability.

Responsibilities

• Plan and coordinate onsite corporate meetings, conferences, and events from start to finish.
• Partner with internal stakeholders to understand meeting objectives, requirements, timelines, and logistics.
• Coordinate conference rooms, catering, audiovisual needs, room layouts, transportation, security, building access, accommodations, and evening events as needed.
• Maintain and communicate an accurate, real-time conference room and meeting calendar.
• Coordinate with facilities and internal teams to ensure appropriate room setup and event support.
• Manage external vendors and suppliers and ensure services meet company requirements and expectations.
• Develop event timelines, checklists, attendee communications, and logistical plans.
• Serve as the primary point of contact for internal customers throughout the planning and execution process.
• Provide onsite event support and quickly troubleshoot scheduling or logistical issues.
• Coordinate campus tours and communicate plans with appropriate departments and leadership teams.
• Track event budgets, expenses, attendee information, and post-event feedback.
• Maintain meeting and supplier records in accordance with company policies.
• Support large national meetings, including occasional travel for onsite execution.
• Collaborate with other team members to ensure appropriate meeting and event coverage.

Skills

Meeting planning

Organizational skills

Communication skills

Stakeholder management

Attention to detail

Problem solving

Travel flexibility

Education

Bachelor’s degree or equivalent experience

Job description

The Fountain Groupis a national staffing firm and we are currentlyseeking aMeetings & Conference Room Plannerfor a prominent clientofours.This position is inAustin, TX78727.Details for the positionare as follows:

Meetings & Conference Room Planner

Location:Austin, TX – 100% Onsite
Contract Duration:3 Months, with potential to extend or convert to a permanent position based on performance and/or business needs
Pay Rate:$34–$36/hour
Travel:Up to 20%

Position Overview

We are seeking an experiencedMeetings & Conference Room Plannerto coordinate and execute a high volume of onsite corporate meetings and events. This individual will manage meeting logistics from initial planning through onsite execution, partnering closely with internal stakeholders, vendors, facilities, and other cross-functional teams.

The ideal candidate has strong corporate meeting planning experience, excellent organizational and communication skills, and the ability to manage multiple events and changing priorities in a fast-paced environment.

Responsibilities

• Plan and coordinate onsite corporate meetings, conferences, and events from start to finish.

• Partner with internal stakeholders to understand meeting objectives, requirements, timelines, and logistics.

• Coordinate conference rooms, catering, audiovisual needs, room layouts, transportation, security, building access, accommodations, and evening events as needed.

• Maintain and communicate an accurate, real-time conference room and meeting calendar.

• Coordinate with facilities and internal teams to ensure appropriate room setup and event support.

• Manage external vendors and suppliers and ensure services meet company requirements and expectations.

• Develop event timelines, checklists, attendee communications, and logistical plans.

• Serve as the primary point of contact for internal customers throughout the planning and execution process.

• Provide onsite event support and quickly troubleshoot scheduling or logistical issues.

• Coordinate campus tours and communicate plans with appropriate departments and leadership teams.

• Track event budgets, expenses, attendee information, and post-event feedback.

• Maintain meeting and supplier records in accordance with company policies.

• Support large national meetings, including occasional travel for onsite execution.

• Collaborate with other team members to ensure appropriate meeting and event coverage.

Qualifications

• Bachelor’s degree in Event Planning, Hospitality Management, Business, or a related field, or equivalent professional experience.

• 5+ years of professional meeting or event planning experience.

• Experience planning and executingcorporate meetings for internal stakeholders.

• Experience coordinating vendors, catering, AV, facilities, room setups, and other event logistics.

• Excellent organizational, communication, and stakeholder management skills.

• Strong attention to detail with the ability to manage multiple meetings and priorities simultaneously.

• Strong problem-solving skills and ability to adapt quickly to changing circumstances.

• Ability to workonsite in Austin five days per week.

• Ability to travel up to 20%.

• Flexibility to occasionally work evenings or weekends based on event schedules.

• Certified Meeting Professional (CMP) certification preferred.