Associate Meeting Planner

Elanco•Indianapolis, IN

1d•Hybrid

About The Position

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.

Requirements

Bachelor's Degree with a minimum of 3-5 years’ experience in project management with a history of successful events.
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.

Nice To Haves

Certified Meeting Professional (CMP) designation.
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).

Responsibilities

Independently provide consultative guidance to internal and external customers to define, develop, execute, and manage meeting strategies.
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.
Provide consultative guidance that defines and develop 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.
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.
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.