Senior Associate Meeting Planner

Elanco in; Indianapolis (IN); Hybrid; USD 79,000 - 96,000; Full time

Benefits offered by this job

Two weeklong shutdowns (US)

8-week parental leave

9 Employee Resource Groups

Flexible work arrangements

Up to 6% 401K matching

Job summary

Elanco in Indianapolis, IN is seeking a Senior Associate Meeting Planner for fixed duration employment. You will plan and execute end-to-end meetings, from discovery through post-event evaluation, coordinating with stakeholders, vendors, and internal teams to ensure objectives, attendee experience, and budgets are met.

The role requires strong project management, strategic planning, and financial oversight, with experience using Cvent, SAP Concur, and other travel/meeting tools.

Qualifications

• Bachelor's Degree with 3-5 years in project management and events.
• Experience with travel & meeting tools, including Cvent and Concur.
• Experience supporting global meetings & travel management companies (TMCs).
• Familiarity with SAP Concur and supplier management.

Responsibilities

• Lead end-to-end meeting management from intake through post-event evaluation.
• Define objectives, attendees, and budgets with stakeholders.
• Coordinate venue, registration, logistics, AV, and on-site execution.
• Reconcile budgets, invoices, and vendor performance for events.

Skills

Project management

Event planning

Vendor management

Budgeting

Education

Bachelor's Degree

Tools

Cvent

Concur

SAP Concur

Job description

Senior Associate Meeting Planner (Project Management)

At Elanco (NYSE: ELAN) – it all starts with animals!

As a global leader in animal health, we are dedicated to innovation and delivering products and services to prevent and treat disease in farm animals and pets. At Elanco, we are driven by our vision of Food and Companionship Enriching Life and our purpose – all to Go Beyond for Animals, Customers, Society and Our People.

At Elanco, we pride ourselves on fostering a diverse and inclusive work environment. We believe that diversity is the driving force behind innovation, creativity, and overall business success. Here, you'll be part of a company that values and champions new ways of thinking, work with dynamic individuals, and acquire new skills and experiences that will propel your career to new heights.

Making animals' lives better makes life better – join our team today!

Your Role:

Senior Associate Meeting Planner (Fixed Duration Employment)

We are seeking a creative and highly organized Associate Meeting Planner to execute memorable events that generate brand awareness and build business relationships. In this role, you will be an expert multitasker with impeccable attention to detail, capable of anticipating risks and needs to ensure every event is flawlessly executed from conception to completion.

Your Responsibilities:

As an Associate Meeting Planner, you will independently provide consultative guidance to internal and external customers to define, develop, execute, and manage meeting strategies. Your core responsibilities will include:

End-to-End Meeting Management

• Manage the complete meeting lifecycle from initial intake through post-event evaluation.
• Conduct discovery meetings with stakeholders to define business objectives, attendee experience, budget, and event requirements.
• Develop comprehensive project plans, timelines, and communication plans.
• Coordinate all logistical aspects of meetings, conferences, training events, executive meetings, sales meetings, customer events, and internal corporate events.
• Manage multiple meetings simultaneously while ensuring deadlines and service levels are consistently achieved.

Strategic Planning, Guidance, Event Logistics & Execution:

• Provide consultative guidance that defines and develops meeting strategies to achieve specific goals.
• Identify client requirements and expectations for each event. Manage kickoff meetings.
• Manage event logistics, including venue sourcing, attendee management, rooming lists, BEOs, transportation, event website registration via Cvent, and offsite activities.
• Coordinate with suppliers, caterers (with a focus on dietary needs), hotel staff, and employees to ensure optimal event space logistics, setup, and AV needs are met.
• Coordinate badge production, mobile app, and (pre/post) surveys.
• Collaborate with internal departments to ensure guest guidelines, compliance, security, & employee health requirements are met.

Financial & Budget Management

• Develop comprehensive meeting budgets. Monitor expenses throughout the planning process while tracking commitments against approved budgets.
• Forecast costs & identify opportunities for savings. Reconcile final invoices and ensure accurate financial reporting.
• Identify cost-saving opportunities while maintaining meeting quality & attendee experience.
• Reconcile meeting credit cards, manage budget updates, and oversee payment processing for all event suppliers.
• Manage the supplier Request for Proposal (RFP) process.

Process Improvement & Reporting:

• Develop post-event reports on event effectiveness and provide monthly reporting.
• Monitor and report end-to-end process metrics and KPIs. Identify and report meeting savings.
• Identify, implement, and monitor projects for ongoing process improvement initiatives.
• Maintain adequate process documentation and provide user education/training.

What You Need to Succeed (Basic Qualifications):

• Education: Bachelor's Degree with a minimum of 3-5 years' experience in project management with a history of successful events.
• Required Experience: Experience with travel & meeting tools, including Cvent, Concur, & other relevant platforms.
• Experience supporting global meetings & travel management companies (TMCs).
• Experience with meeting payment solutions, purchase orders, procurement, and sourcing.
• Familiarity with expense management platforms such as SAP Concur.
• Experience managing supplier performance and service-level agreements.

What Will Give You the Competitive Edge (Preferred Qualifications):

• Proven success in collaborating with external suppliers, outsource service providers, and internal business partners.
• Strong analytical, problem-solving, and communication skills.
• Control-oriented mindset based on prior operational business roles.
• Self-directed and able to work independently with high learning agility.
• Excellent interpersonal, written, and verbal communication skills.
• Exceptional organizational skills with the ability to multitask under pressure.
• Meticulous attention to detail and expert time management skills.
• Financial savvy, with the ability to adhere to plan budgets and process invoices.
• Ability to adapt strategy to meet unique requirements in a multi-national meeting environment (cultural diversity, currencies, political climates, language barriers, time zones).

Additional Information:

• Location: Indianapolis, IN Global HQ (Hybrid Environment)
• Travel: Up to 25%
• Employment Type: Fixed Duration Employment (1 year)

Don't meet every single requirement? Studies have shown underrecognized groups are less likely to apply to jobs unless they meet every single qualification. At Elanco we are dedicated to building a diverse and inclusive work environment. If you think you might be a good fit for a role but don't necessarily meet every requirement, we encourage you to apply. You may be the right candidate for this role or other roles!

Elanco Benefits and Perks:

We offer a comprehensive benefits package focusing on financial, physical, and mental well-being while encouraging our employees to pursue our purpose! Some highlights include:

• Two weeklong shutdowns (mid-summer and year-end) in the US (in addition to PTO)
• 8-week parental leave
• 9 Employee Resource Groups
• Flexible work arrangements
• Up to 6% 401K matching

Elanco is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status

Elanco may use automated tools, including AI, to support parts of our recruitment process, such as reviewing applications against job‑related criteria and/or transferrable skills. These tools help ensure a consistent, structured evaluation, but they do not make hiring decisions. All decisions involve a human reviewer. For more information on how we handle personal data, please see our Elanco Workforce Privacy Notice.

Salary Minimum: 87600 Salary Maximum: 87600