Assistant Meeting Planner

Aston Carter•St. Louis, MO

2d•$25 - $33•Onsite

About The Position

This role supports the planning and execution of small to large-scale corporate meetings and convention-size events. You will manage key aspects of the event lifecycle, from sourcing and contracting venues to coordinating registration, housing, transportation, and on-site logistics. Working closely with program managers and cross-functional partners, you will help bring leadership’s vision to life while ensuring events are delivered on time, within budget, and to a high professional standard.

Requirements

Minimum of 3+ years of experience planning meetings and events.
Proficiency in MS Office, particularly Excel, Outlook, Word, and PowerPoint.
Strong written and verbal communication skills, with the ability to communicate clearly with internal and external stakeholders.
Ability to collaborate effectively with all levels of the company and cross-functional partners.
Strong attention to detail, with a focus on accuracy in planning, documentation, and execution.
Demonstrated delegation, organizational, and time management skills to handle multiple projects simultaneously.
Ability to manage multiple projects, set priorities, identify and address problems, meet deadlines, and maintain budgets.
Ability to respond effectively to changing demands and adapt plans as needed.

Nice To Haves

Experience managing the full lifecycle of conventions, meetings, and events, from understanding management’s vision through to execution.
Creative problem-solving and analytical thinking skills to develop effective event solutions and troubleshoot issues.
Experience developing scopes of work and compiling rationale to support recommendations for selected venues and vendors.
Ability to develop and present clear, data-informed recommendations for venues, vendors, and event formats.
High work ethic with a “whatever it takes” mentality to ensure successful event delivery.

Responsibilities

Manage all aspects of the meeting and event planning process, including sourcing, contracting, planning, on-site execution, registration, food and beverage, transportation, and budget tracking.
Support managers with small to large-scale meetings and convention-size events, acting as an assistant throughout the full planning lifecycle.
Oversee the sourcing process by reviewing sourcing results, verifying meeting and event space, and confirming that venue options meet program requirements.
Assist with contract review by identifying key requirements, summarizing terms, and reporting contract details to the program manager or relevant stakeholders.
Follow up with catering and food and beverage providers to ensure menus, quantities, timelines, and special requirements are clearly communicated and confirmed.
Coordinate event signage as needed, including planning placement, content, and production timelines to support wayfinding and branding.
Assist with registration and housing by coordinating registration needs, managing attendee data, and supporting the design and execution of registration processes.
Assist with hotel rooming lists and accommodations, ensuring accurate, timely room assignments and special requests for attendees.
Create and run reports related to registration, housing, attendance, and other event metrics as needed to support decision-making and status updates.
Support production and general sessions by assisting with schedules, run-of-show documents, and coordination with production partners.
Coordinate breakout meetings by organizing the needs of each room, including room sets, audiovisual requirements, materials, and other logistics.
Communicate breakout room and general session requirements to venues and production companies to ensure seamless execution.