Senior Meeting & Event Planning Specialist

Benjamin F Edwards & Co; Clayton (MO); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Health benefits

Dental

Vision

401(k)

Life insurance

Disability

Paid time off

Job summary

Benjamin F. Edwards is seeking a Senior Meeting & Event Planning Specialist to lead planning, coordination, and execution of firm meetings, conferences, and incentive events in St. Louis, MO.

The role collaborates with internal stakeholders, vendors, and attendees to ensure high-quality experiences through strong project management and meticulous logistics. Responsibilities include venue sourcing, travel arrangements, registration management, budget oversight, vendor contracts, and on-site

Qualifications

• Demonstrated ability to plan, coordinate, and execute multiple meetings, conferences, incentive trips, and special events.
• Strong project management and organizational skills with the ability to prioritize deadlines.
• Experience coordinating event logistics including venue sourcing, travel, food & beverage, transportation, and AV services.
• Strong vendor management including negotiating contracts with hotels and venues.
• Proactive, able to resolve issues on-site and maintain professional interactions with executives and attendees.
• Proficiency in Microsoft Office Suite and event registration platforms.

Responsibilities

• Attend and actively participate in event planning meetings.
• Coordinate with sponsors and departments to meet event objectives.
• Research and secure hotel accommodations and venues.
• Assist with travel arrangements for attendees and manage registration.
• Create and manage events in registration platforms and mobile apps.
• Track registrations and generate attendance reports.
• Oversee logistics including contracts, BEOs, catering, transportation, and AV.
• Coordinate communications with attendees, vendors, and home office teams.
• Provide on-site support and troubleshoot issues during events.
• Review invoices and reconcile event expenditures.
• Maintain electronic event files and documentation.
• Coordinate waivers and documents via DocuSign.
• Track budgets and reporting for events.
• Support recognition programs and distribute certificates and awards.

Skills

Project management

Vendor management

Event logistics

Budget administration

Communication

MS Office

Cvent

Travel coordination

Education

Bachelor’s degree; Event Planner Certification CMP/CSEP

Tools

Cvent

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Senior Meeting & Event Planning Specialist

Full Time Professional St. Louis, MO, US

3 days ago Requisition ID: 1475

Job Summary

The Senior Meeting & Event Planning Specialist is responsible for the planning, coordination, and execution of firm meetings, conferences, recognition programs, incentive trips, and special events. Working closely with internal stakeholders, vendors, and event attendees, the Senior Meeting & Event Planning Specialist ensures a high-quality event experience through effective project management, logistical coordination, budget administration, vendor management, and onsite event execution.

• Attend and actively participate in event planning meetings.
• Partner with meeting sponsors and department contacts to understand event objectives and requirements.
• Research, secure, and coordinate hotel accommodations, meeting space, and event venues.
• Assist with travel arrangements, travel-related questions for meeting attendees, and the firm's online airline ticketing system.
• Create and manage events within the firm's registration platform and mobile event application.
• Track registration activity and provide attendance and registration reports.
• Manage all logistical aspects of meetings and events, including; Vendor and hotel contracts, Banquet Event Orders (BEOs), Food and beverage planning, Offsite dinner venues and menu selections, Ground transportation and onsite transportation logistics, Audio visual and technology requirements, Event materials and supplies, including name badges, signage, notepads, and promotional items.
• Coordinate communications with attendees, vendors, hotels, and home office employees.
• Serve as onsite event support and troubleshoot issues as they arise to ensure successful event execution.
• Review and reconcile event invoices for accuracy and completeness following each meeting or event.
• Maintain organized electronic files and event documentation.
• Coordinate participant waivers and required documents through Docusign.
• Maintain event records, budgets, and reporting information as assigned.
• Coordinate administrative support for employee recognition programs.
• Prepare and distribute service award certificates and related recognition materials.
• Process and distribute company store gift certificates and awards.
• Assist with tracking recognition program participation and award fulfillment.

Qualifications:

• Demonstrated ability to plan, coordinate, and execute multiple meetings, conferences, incentive trips, and special events simultaneously.
• Strong project management and organizational skills with the ability to prioritize competing deadlines and deliver results.
• Experience coordinating event logistics, including venue sourcing, travel arrangements, food and beverage functions, transportation, registration management, and audiovisual services.
• Strong vendor management skills, including negotiating contracts and managing relationships with hotels, event venues, transportation providers, and other suppliers.
• Ability to exercise sound judgment, take initiative, and independently resolve issues before and during events.
• Excellent verbal and written communication skills with the ability to interact professionally with executives, employees, vendors, and event attendees.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Cvent or similar event management and registration software preferred; ability to become proficient within six months of hire.
• Ability to travel and provide onsite support for meetings and events, including occasional evenings and weekends as business needs require.

Education and/or Work Experience:

• Minimum Education Required: Bachelor’s degree, Event Planner Certification (i.e. CMP, CSEP), preferred or equivalent work related experience of 9+ years.
• Minimum Work Experience Required: 5+ years of related securities industry experience.

Licenses/Registration:

• N/A

This position requires the ability to work in a stationary position for several hours at a time and the ability to lift up to 25 pounds, occasionally. Some filing is required. The work environment is an airconditioned, smoke-free, office environment. This position routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

If you are interested in joining a different kind of firm that truly puts the interests of its advisors and clients first, you have come to the right place. Founded in 2008 and serving more than 300 advisors with over $50 billion in assets, Edwards has the scale our advisors expect and the ability to deliver the personal touch and concierge-level service our clients deserve.

We are a firm that values our legacy of family and colleagues and cherishes an environment where all succeed through collaborative support. To us, legacy is not only about the past - it is building an experience that prepares all of us, and our clients, for the future.

We invest in our team and recognize and appreciate the value of hard work. The rewards of the job are founded in the difference you will make in the lives of our clients and extend throughout a culture that inspires you to learn, grow, and be your best. Having fun is part of the firm’s mission statement.

We offer a comprehensive benefits package which includes health, dental, vision, 401(k), life insurance, disability, and paid time off. Our client-first mission is grounded in the Golden Rule; when you join Benjamin F. Edwards you are well cared for, and we welcome all applicants with the skills, experience, and enthusiasm to do a great job regardless of race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or veteran status.

Benjamin F. Edwards is an Equal Opportunity Employer.