Meeting Planner

American Nurses Association; Silver Spring (MD); Hybrid; USD 50,000 - 80,000; Full time

Job summary

Join a forward-thinking organization as a Meeting Planner, where your skills will help shape impactful events that elevate the nursing profession. This role involves collaborating with various teams to coordinate logistics for conferences and meetings, ensuring every detail is meticulously managed. You will thrive in a dynamic environment that values innovation and inclusiveness while balancing work and life. With a commitment to professional development and exceptional benefits, this is an opportunity to grow your career and make a difference in the healthcare landscape.

Benefits

401K retirement contributions up to 7%

Generous PTO

Excellent health/medical benefits

Paid Holidays

Career development programs

Qualifications

• 2-4 years of conference and event planning experience preferred.
• Strong organization and time management skills are essential.

Responsibilities

• Plan and execute meetings, conferences, and events both virtually and in-person.
• Negotiate contracts with suppliers and vendors based on budget requirements.

Skills

Event Planning

Customer Service

Time Management

Negotiation

Communication

Education

Baccalaureate degree in business

Hospitality management

Tools

Microsoft Office Products

Project Management Software

Registration Systems

Job description

Career Title: Meeting Planner

Department: Education and Resources

Note: Competitive salary commensurate with meeting planner experience

FLSA: Non-exempt (hourly)

Note: Union dues are 1.44% of bi-weekly paycheck

Career Summary:

The Conferences and Meeting Services team is looking for a dedicated and high-performing and self-starter Meeting Planner that collaborates with the managers and directors in coordinating, organizing, planning, and successfully executing tasks related to meetings, conferences, workshops, and other events; virtually and in-person. The Meeting Planner also monitors and implements the housing and registration processes, assists in team meetings with pre-planning and on-site execution of various aspects of meeting and conference logistics. The Meeting Planner also assists with the management and production planning meetings which include attendees, scheduling and record keeping. The Meeting Planner also manages multiple types of volunteers/hospital volunteers/attendees/registration/guest speakers for many large-scale events leading up to the event and on-site. These events include but are not limited to the Magnet Recognition Program and Pathway to Excellence Annual conference, as well as the ANCC Transition to Practice Symposium

Join the American Nurses Enterprise (ANE) and be part of the team building a healthy world through the power of nurses. Our goals are to (1) Elevate the Profession of Nursing Globally

(2) Evolve the Practice of Nursing to Improve Health, Health Care, and Health Equity and (3) Ensure the Professional Success of Nurses. Our core values of trust, inclusiveness, innovation, and empowerment guide everything we do. We are committed to creating a supportive and dynamic workplace where employees can thrive.

We understand the importance of work-life balance and offer flexible work arrangements and generous paid time off. Our modern office spaces are designed to foster collaboration and creativity. The collaborative culture and supportive team environment make ANA a great place to grow your career.

What you will do:

• Plans conferences, meetings, virtual events and logistics to include but not limited/ to, registration, travel, housing, food & beverage, ground transportation, security, signage and décor.
• Research site locations, suppliers, conduct site visits, using required specifications such as meeting size, demographics, budget, and location/geographical region.
• Negotiate contracts for suppliers and vendors based on approved budget requirements. Review scope, event criteria, budget parameters, and finalize contracts.
• Liaison with hotels, registration, housing, and transportation companies as required. Negotiates rates and concessions and when necessary, provides input to the contracts and master service agreements. Reviews, tracks and process invoices for the timely payment of hotel and transportation invoices.
• Customer Service and Vendor Relations; actively supports development and implementation of customer service performance improvement and quality assurance activities. Promotes vendor relations for superior delivery and monitors performance.
• Oversees, tracks, records budgets for meetings and events as assigned. Keeps management informed on budget status.
• Supports quality management and process improvement, maintains filing system, databases, and electronic records in accordance with ISO and quality requirements. Monitors the maintenance and safeguards confidentiality of materials.

What you bring to ANE:

Education:

• Baccalaureate degree in business, association management, or hotel/hospitality management preferred or related field from an accredited college.

Related Work Experience:

• Two (2) to four (4) year’s conference, event, and meeting planning experience preferred. Knowledge and experience with e-learning/distance learning technology is desirable. Knowledge and experience with database development and management preferred. Experience with a large volume of meetings and meetings of all sizes desired.

• Requires strong organization and time management skills to prioritize, coordinate, and follow through on multiple tasks and projects concurrently and within a defined timeframe.
• Proficient in Microsoft Office Products (TEAMS, Outlook, Word, Excel, and PowerPoint), registration systems, database management and project management software.
• Work with misc. AV teams on site and the ANE registration specialist
• Excellent communication and customer service skills to effectively interact and establish strong working relationships with internal and external customers.
• Critical thinking and strong organizational skills with attention to detail.
• High level of energy and thrive in a fast-paced environment.
• Self-motivated and able to work independently and as a valuable member of a team.
• Works with C-suite occasionally for events locally (DC/MD/VA) and nationally.
• Must be able to work weekends and overtime when needed.

Preferred Skills & Experience

• CMP certification preferred but not required.

What ANE Offers You:

Join us and become a “Nurse Advocate” for the more than 5 million Registered Nurses in the United States.

Every role within ANA contributes to a healthier world through the “Power of Nurses”

An opportunity to help transform a 125-year-old organization to meet the future needs and demands within Health Care

Deep commitment to DEIBA

Be a role model for embracing and empowering the uniqueness of every employee

Continuously innovating through creative and strategic initiatives

Exceptional benefits including, but not limited to 401K retirement contributions of up to 7%, generous PTO which includes the week-off between Dec 25th and Jan 1st, in addition to Personal Days-off, 11 paid Holidays, excellent health/medical benefits, and much more

Commitment to your career development and advancement through ANA learning and development programs (internally and externally)

Work Schedule:

Hybrid employees must work a minimum of 20% in the office.

Location:

Our main office is located at: 8403 Colesville Road, Suite 500, Silver Spring, MD 20910

Learn more about the American Nurses Association Enterprise:

https://www.nursingworld.org/ana-enterprise-jobs/

https://www.linkedin.com/company/american-nurses-association

The American Nurses Enterprise:

Founded in 1896, The ANA Enterprise is the family of non-profit companies that comprise the American Nurses Association: the American Nurses Association (ANA), the American Nurses Credentialing Center (ANCC), and the American Nurses Foundation. The ANA Enterprise leverages the combined strength of each to drive excellence in practice and ensure nurses’ voices and vision are recognized by policy leaders, industry influencers, and employers.

Equal Opportunity Employer:

The ANA is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.