Meeting and Event Planner – JLL

JLL•Indianapolis, IN

2d•Onsite

About The Position

The Meeting and Event Planner will lead the planning and execution of internal and external events, delivering exceptional experiences that exceed client expectations. This client-facing role requires outstanding customer service, strong communication skills, and the ability to manage site-level programs while collaborating cross-functionally with Workplace Services, Security, Health & Safety, and Space Planning teams. This role will design and produce events that bring together executives, partners, customers, and employees in a fast-paced, high-tech environment.

Requirements

Bachelor's degree or proven experience as an event planner or organizer
5+ years of event coordinator/management experience planning customer-centric events in a B2B, high-tech, fast-paced environment
Proven leadership skills with ability to manage multiple priorities and deliver results
Excellent time management and verbal/written communication skills with ability to communicate professionally and proactively address client needs
Exceptional customer service skills with a passion for hospitality
Highly personable and customer service focused with great attention to detail
Experience in budget planning, financial tracking, and ability to stay on budget
Experience with online registration systems and reporting
ServSafe Certified
Proficient skills in Microsoft Office Suite (Excel, Word, PowerPoint, Visio, Outlook) and Google Suite (Docs, Sheets, Slides, Gmail, Calendar)
Solid office management and workplace environment knowledge
Ability to work with clients at all levels of an organization, including C-Suite
Willingness and ability to travel as needed
Ability to work flexible schedule, including evenings and weekends

Nice To Haves

Excellent problem-solving skills with ability to creatively negotiate demands
Results-oriented, customer-driven, and highly organized
Track record of initiative, integrity, and good judgment
Highly collaborative with strong interpersonal skills and ability to work cross-functionally
Ability to assess and prioritize workload in a fast-paced environment
Thrive on teamwork and overcoming obstacles
Experience with event management platforms and collaboration tools

Responsibilities

Serve as Event Lead for all site-level programs including customer meetings, executive receptions, nonprofit events, intimate dinners, town halls, and employee activations
Demonstrate expertise in executing high-profile events with senior executive participation, including C-Suite level clients
Consult with clients to determine event needs such as space, physical set-up, AV and technical requirements, catering, and event support
Own pre-event, onsite, and post-event logistics; manage all event timelines, communications, and organizational details
Maintain calendar for internal event spaces; manage intake through event management applications and ticketing systems
Source, coordinate, and manage vendor relationships (caterers, agencies, furniture, AV providers, facilities staff)
Execute nonprofit events with external clients and vendors; support nonprofit event queue
Provide information and direction to vendors and service providers to ensure excellent coordination and execution
Manage COI (Certificate of Insurance) tracking, obtaining, and stakeholder notifications
Specify staff requirements and coordinate their activities
Consistently deliver high standards of care during events, exceed client expectations, and anticipate needs
Propose ideas to improve services and event quality; continuously research innovative and creative event options
Ensure compliance with insurance, legal, health and safety obligations; uphold brand standards and Global Security/Safety policies
Collect feedback from business line stakeholders and client attendees to integrate into continuous improvement efforts
Track event statistics and produce ad hoc reporting as needed
Support team members during parental leave, PTO, or capacity gaps when needed
Uphold team playbooks and standard operating procedures
Plan and execute multiple events simultaneously in a strict deadline-centric environment
Engage in a culture of continuous improvement and innovation by adopting best practices and new tools
Follow established escalation and incident reporting procedures
Complete all tasks and projects as directed with timely delivery based on deadlines