Meeting & Event Planner - Wakefield, MA

Virtual•Wakefield, MA

3d•Hybrid

About The Position

The Meeting & Event Planner is a mid-level role responsible for managing the coordination and preparation of events for assigned clients. This position will work closely with the Event Coordinator, Events Manager, and Director of Global Events, as well as other Virtual staff to ensure the successful implementation of assigned client event services. The role requires a self-starter with the ability to work well under pressure, independently with minor supervision, and possess strong problem-solving skills. Preference is given to local candidates to work out of the Wakefield, MA office 3 days/week (Tuesday & Thursday anchor days, 1 floating day).

Requirements

3 years meeting planning experience
3 years marketing experience
3 years administrative experience
Working knowledge of latest technology designed for events
Proven ability to create and manage budgets
Experience managing AV and technology contracts
Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment
Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills
Excellent customer-service and interpersonal skills
Strong writing and editing skills
High level of creativity and "rolled up sleeves" working style
Ability to travel domestically and internationally as needed up to 25%
Demonstrated strength in Word, Excel, PowerPoint, Project Planning software
Knowledgeable about Adobe

Nice To Haves

Bachelor's degree with a concentration in hospitality management preferred
Cvent experience a plus
Experience working with multiple cultures across all time zones a plus

Responsibilities

Plan and manage logistics for domestic and international events, including venue selection, catering, AV arrangements, and marketing coordination.
Negotiate contracts with venues, hotels, and vendors to ensure cost-efficient high-quality events.
Create and manage event budgets, maximizing resources.
Travel onsite as needed to oversee event operations.
Manage online meeting registration systems and provide regular reports to clients.
Develop programs, agendas, and services according to client requirements.
Coordinate administrative details and ensure compliance with regulations.
Review and approve event bills for accuracy.
Assist in developing event-related marketing materials and websites.
Coordinate event insurance when necessary.
Ensure sponsors receive and utilize benefits effectively.
Meet with clients and organizing committees to plan the scope and format of events, establish and monitor budgets, and to review administrative procedures and event progress.
Work with clients to determine objectives and requirements for events such as meetings, conferences, and conventions.
Stay updated on new technology to support event planning and enhance attendee experience.
Provide administrative support as needed.
Manage other projects as needed.
Provide direction to Events Intern.

Benefits

Robust medical, dental, and vision insurance plan (free option available for individuals)
Generous short- and long-term disability
Supplemental life insurance
Health care and dependent care Flexible Spending Accounts
401(k) savings match
Paid parental leave
Financial planning workshops
Pre-paid legal plan
Discretionary annual bonus
Merit increase
Unlimited paid vacation time