January 9, 2023

Meeting Planner

Education/Experience Level:
Bachelor’s Degree and/or 1-3 years of related work experience

Description:
Electronic Payments is a leading innovator in developing and delivering payment and point of sale solutions to businesses nationwide. We’re seeking a full-time Meeting Planner to support our client and incentive-based programs held across the country, including meetings, conferences, and tradeshows. The individual will source, plan, and budget for all events, and provide onsite support as needed.

This position offers the opportunity to work at an award-winning technology company, in a highly creative environment, and be a part of a talented team that oversees all events, marketing, and communication initiatives. The Meeting Planner will collaborate with the marketing and business development teams to cultivate all programs.

Responsibilities:

  • Coordinate, plan and supervise meeting and conference logistics; provide onsite support
  • Ensure timely and effective implementation of all operational aspects of meetings, including travel arrangements; destination management; facilities and equipment; food, banquet, audiovisual, and utility requirements; entertainment; participant activities; videography and photography; awards; promotions; scripts and presentations; amenities; material handling, drayage, and shipping, etc.
  • Create program documentation to include agendas, presentation slides, and supporting collateral
  • Oversee complex budget development, management, and reconciliation while identifying opportunities for efficiencies and cost savings
  • Conduct site and vendor research, analysis, and present recommendations to senior executives
  • Negotiate with hotel sales representatives, caterers, and vendors
  • Review and edit contracts and proposals from hotels, caterers, and service providers to ensure compliance with budget and company standards
  • Participate in planning and scheduling to establish deadlines and meet the timely completion of tasks, short and long-term projects
  • Procure event speakers, entertainment, and sponsorships
  • Foster strong partnerships with key business partners and vendors
  • Order and oversee all event supplies and material handling
  • Quickly resolve unanticipated complications and challenges, especially when on location
  • Assist with event marketing strategy and communications
  • Gather and curate promotional content for social media (e.g., event and team photos)

Experience and Skill Set:

  • 1-2 years of related work experience in a corporate environment or association management
  • Familiarity with large scale tradeshow, event, and association productions
  • Knowledge of corporate site selection, contract negotiation, menu planning, audio visual equipment, utilities, budget preparation, and administration a plus

Professional Qualifications:

  • Proficiency in Microsoft Office, including PowerPoint
  • Fine attention to detail
  • Meticulous time management and organization skills
  • Professional approach to deadlines
  • Works well individually and with teams
  • Excellent written communication abilities
  • Self-motivated and proactive
  • Some travel required; weekend travel may be necessary at times

Benefits:

  • Healthcare options, including medical, dental, and vision
  • Generous 401k plan
  • Paid time off (PTO)

Electronic Payments is an equal opportunity employer.
We don't discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It's our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

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