Meeting Liaison

Naylor, LLC•Schaumburg, IL

2d•Hybrid

About The Position

The Meeting Liaison supports the planning, coordination, documentation, and financial oversight of assigned meetings. This role serves as a key internal and external point of coordination between venues, vendors, and internal stakeholders, ensuring accuracy, consistency, and adherence to established processes, timelines, and financial controls. The Meeting Liaison works closely with Meeting Planners, Meeting Leads, and the Executive Director of Meetings to support venue sourcing, contract documentation, budgeting, reconciliation, and historical data management across multiple meetings simultaneously. The ideal candidate will work hybrid out of the Schaumburg office but open to remote candidates also.

Requirements

Bachelor’s degree or equivalent experience
Experience in meetings or hospitality operations
Strong organizational, communication, and technical skills

Responsibilities

Pre-Event Planning & Venue Coordination
Research and identify potential venues using industry knowledge, historical data, and client requirements
Prepare and distribute Requests for Proposals (RFPs)
Communicate with hotels and venues to obtain proposals and clarifications
Negotiate preliminary terms aligned with standard contract templates
Compile and present venue comparison materials to group assigned meeting planner.
Maintain a master tracking document for all meetings and RFP status
Calendar, Contract & Documentation Management
Monitor the master meeting calendar and identify conflicts
Maintain Meeting Smartsheets with accurate planning data
Maintain historical meeting documentation including room pickup, space utilization, registration counts, F&B spend, and AV spend
Financial Oversight & Reporting
Prepare meeting budgets at least six months prior
Monitor attrition, cancellation, commissionable contracts, and aggregate spend exposure
Review and finalize hotel bill reconciliations
Complete post-meeting Budget-to-Actual analyses