Meeting & Event Planner

Benchmark Education Company•New Rochelle, NY

2d•Onsite

About The Position

The Meeting & Event Planner is responsible for coordinating and executing all logistical aspects of meetings and events to ensure a seamless experience for attendees, executives, clients, and stakeholders. This role requires strong communication, organization, and attention to detail to manage multiple priorities, coordinate with internal teams and external partners, and ensure meeting spaces, materials, technology, and attendee needs are fully prepared and executed. The Meeting & Event Planner serves as the central point of coordination for event logistics, including scheduling, attendee communications, venue and room preparation, hospitality arrangements, meeting materials, and on-site support. Success in this role requires the ability to anticipate needs, manage timelines, resolve issues proactively, and deliver a professional and well-organized experience from planning through event completion.

Requirements

Event planning, design and production while managing all project delivery elements within time limits
Liaise with clients to identify their needs and to ensure customer
Proven experience as an Events Planner or Organizer
Impressive portfolio of previously managed events (meetings, parties, corporate events)
Excellent time management and communication skills
Sales skills and ability to build productive business relationships
Ability to manage multiple projects independently
MS Office proficiency

Responsibilities

Coordinate all meeting and event logistics, including scheduling, attendee management, room reservations, and communication with internal and external stakeholders.
Partner with business leaders, executives, clients, and vendors to understand meeting requirements and ensure all logistical needs are met.
Schedule meetings and events; prepare and distribute invitations, agendas, meeting materials, and pre-event communications.
Manage attendee registration, RSVP tracking, guest lists, seating arrangements, and special accommodation requests.
Ensure meeting and event spaces are properly prepared, including room setup, signage, audiovisual equipment, technology testing, presentation materials, and catering arrangements.
Coordinate hospitality services, including hotel accommodations, transportation, meals, and catering for attendees, speakers, and guests.
Conduct site visits and venue walkthroughs to verify meeting space readiness and ensure logistics align with event requirements.
Serve as the primary point of contact for attendees before and during meetings and events, providing timely information and resolving logistical questions.
Facilitate pre-event planning meetings to confirm schedules, responsibilities, room setups, technology needs, and attendee expectations.
Coordinate with facilities, security, information technology, catering, and other support teams to ensure seamless event execution.
Monitor meeting and event timelines, ensuring all deliverables, materials, and resources are available and in place prior to attendee arrival.
Manage on-site logistics, including check-in processes, room transitions, speaker support, catering coordination, and attendee assistance.
Troubleshoot and resolve logistical, technology, facility, or attendance issues that arise before or during meetings and events.
Maintain detailed event schedules, contact lists, venue information, vendor records, and post-event documentation.
Review invoices, reconcile event-related expenses, and coordinate payment processing as needed.
Support occasional early morning, evening, or off-hours meetings and events to ensure successful execution.