Meeting Planner

Captive-Resource; Itasca (IL); On-site; USD 75,000 - 90,000; Full time

Job summary

Captive-Resource is seeking a Meeting Planner to support comprehensive meeting and event planning. The role involves daily coordination of board meetings and workshops, managing program details from site selection to execution, and ensuring seamless attendee experiences.

The ideal candidate will have a Bachelor’s degree with 3+ years in Event Planning or related fields, strong vendor and budgeting skills, and the ability to travel about 15–20 times per year.

Qualifications

• Bachelor’s Degree or equivalency in a related discipline and 3+ years of experience in Event Planning or similar.
• Experience in meeting, hospitality or service industry.
• Willingness to travel ~15–20 times per year.

Responsibilities

• Daily meeting and event planning, coordinating board meetings and workshops, handling all program details.
• Coordinate attendee registration, materials, and execution of the program.
• Research sites, arrange off-site venues, manage hotel contracts through fruition of the program.
• Communicate with authorities, airlines, and hotels to ensure legal and compliant meetings travel.

Skills

Event planning

Vendor relationships

Budgeting

Communication

Travel coordination

Team collaboration

Negotiation

Microsoft Office

Attention to detail

Problem solving

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Event management software

Job description

Hybrid - Corporate Office
Itasca, IL 60143, USA

• Pay or shift range: $75,000 USD to $90,000 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons. Our benefits include medical, dental, vision, Rx, 401(k), life and AD&D, short-term and long-term disability, and more. Please visit our website for more information.

Description

SUMMARY: The Meeting Planner will support meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details.

ESSENTIAL EDUCATION AND EXPERIENCE: Bachelor’s Degree or equivalency in a related discipline and at least three (3) years of experience in Event Planning or similar vocation. Should have proven experience within the meeting, hospitality or service industry.

SKILLS/COMPETENCIES REQUIREMENTS:

• Works well independently and in a team environment
• Interpersonal skills
• Maturity
• Established vendor relationships relative to the industry
• Demonstrates effective negotiation and closing techniques
• Excellent written and verbal communication skills
• Organizational, planning, and prioritization skills
• Strong analytical, problem solving, and judgment skills
• Strong customer orientation
• Commitment to company values
• E xperience with budgeting processes
• P roficient in Microsoft Office, including Word & Excel
• Willingness and ability to travel (approx. 15-20 times a year)

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Daily meeting and event planning, assists in the daily coordination of board meetings and workshops; facilitates all aspects of program details such as arranging off-site venues, researching future meetings sites and working with hotel properties from the contract stage thru fruition of program, the coordination of attendee registration, program materials and the execution of the program.
• Stay abreast of Travel Industry and Government regulations. Work with authorities, governments, airlines to stay aware of and ensure we are acting in a legal and reasonable manner. Make sure there are no issues that will affect meetings or members’ travel.
• Sending RFP’s and drafting proposals for future site options
• Site inspections
• Work with hotels on attrition and other billing issues
• Building/maintaining relationships with hotels, airlines, restaurants, DMC’s and travel vendors
• Creating function sheets, schedules for Board books, finalizing billing
• Creation & review of brochures
• Review of room blocks and notifying appropriate colleagues of current counts or attrition possibilities
• Perform other related duties incidental to the work described herein

PRIORITIES: Customer Service/Relationships, Vendor Relationships, Program Event Planning and Oversight, Positive Team Attitude

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.