Meeting Planner II

Spectraforce Technologies, Inc.; Austin (TX); Hybrid; USD 44,000 - 55,000; Full time

Job summary

Spectraforce Technologies, Inc. seeks a Meetings & Conference Room Planner to organize and execute a high volume of onsite meetings and events in Austin. You will manage calendars, catering, AV, transportation, and logistics while coordinating with vendors and internal teams.

The role requires at least 5+ years of meeting planning experience and a Bachelor's degree in a related field. You will work in a hybrid setup but must be onsite in Austin 5 days a week during events, with up to 20% travel

Qualifications

• Bachelor's degree or equivalent in event planning, hospitality management, or related field.
• 5+ years of meeting planning experience.
• Proven experience in conference or meeting planning for internal customers.
• Excellent organizational, communication, and multitasking skills.
• Ability to work under pressure and adapt to changing circumstances.
• Flexibility to work evenings and weekends as needed during peak event seasons.

Responsibilities

• Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
• Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
• Coordinate with vendors and suppliers to ensure quality service delivery.
• Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
• Develop detailed event timelines, checklists, and communication plans.
• Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
• Lead onsite event execution, troubleshooting issues as they arise.
• Track budgets, expenses, and enforce compliance with company policies.
• Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
• Work closely with others to ensure coverage and support.
• Serve as primary point of contact for internal customers throughout the planning process.
• Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
• Work onsite in Austin 5 days a week.
• Other meetings and meeting related projects as assigned.
• Assist in planning large national meetings and travel to support onsite logistics.

Skills

Meeting planning

Event coordination

Vendor management

Communication skills

Education

Bachelor's degree or equivalent in event planning, hospitality management, or related field

Job description

Job Title: Meetings & Conference Room Planner

Location: Austin TX 78727

Hybrid, in office Tues-Thurs

Duration: 4 Months

Overview: The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.

Key Responsibilities:

• Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
• Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
• Coordinate with vendors and suppliers to ensure quality service delivery.
• Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
• Develop detailed event timelines, checklists, and communication plans.
• Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
• Lead onsite event execution, troubleshooting issues as they arise.
• Track budgets, expenses, and enforce compliance with company policies.
• Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
• Work closely with others to ensure coverage and support.
• Serve as primary point of contact for internal customers throughout the planning process.
• Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
• Work onsite in Austin 5 days a week.
• Other meetings and meeting related projects as assigned.
• Assist in planning large national meetings and travel to support onsite logistics.

Qualifications:

• Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field.
• 5+ years of experience of meeting planning experience
• Proven experience in conference or meeting planning for internal customers.
• Excellent organizational, communication, and multitasking skills.
• Ability to work under pressure and adapt to changing circumstances.
• Strong problem-solving skills and attention to detail.
• Flexibility to work evenings and weekends as needed during peak event seasons.

Other items

Up to 20% Travel

CMP preferred