Sr. Meeting Planner
Our client is seeking a highly experienced Sr. Meeting Planner to join their team on a full-time basis. The Senior Meeting Manager will play a pivotal role in organizing and executing corporate meetings, providing expert client counseling, managing budgets, coordinating with vendors, and overseeing all logistical aspects of events to ensure seamless execution and client satisfaction.
Responsibilities
- Serve as the onsite presence and supervisor for 2-3 employees located at the client campus.
- Develop a comprehensive understanding of onsite functions and train team members accordingly.
- Manage assigned meetings from planning through execution, ensuring adherence to client policies and compliance controls.
- Act as the primary liaison to clients for all logistics related to meetings, including travel arrangements, ground transportation, on-site support, and presentation reviews.
- Prepare detailed engagement timelines and communicate them effectively to clients.
- Provide exceptional white-glove meeting management and strategic advice to enhance event success.
- Lead meeting planning team calls and foster positive relationships with suppliers, clients, and internal teams.
- Review supplier invoices for accuracy; ensure timely payments and final billing processes are completed.
- Maintain up-to-date budgets throughout planning phases and provide clear budgetary communication to clients.
- Ensure all documentation is audit-ready and completed within required deadlines.
- Identify and implement process improvements aligned with client strategies and long-term goals.
- Perform additional duties as assigned that align with the role’s responsibilities.
Qualifications
- Bachelor’s degree strongly preferred.
- Minimum of 7 years’ experience in meeting management with at least 5 years managing vendors, sourcing, and contract negotiations.
- Proven experience managing budgets effectively.
- Strong customer service orientation with excellent communication skills.
- International meeting planning experience is a plus.
- Familiarity with travel industry trends and destination knowledge.
- Proficiency with video conferencing platforms (e.g., Teams, Webex, Zoom).
- Advanced skills in Microsoft Office suite.
- Willingness to work onsite at the client office five days per week. (Spring, TX)
