Meeting Planner Sr Associate

RSM • Schaumburg, IL

10h • Hybrid

About The Position

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM. The ESS meeting planner sr associate, under minimal to no supervision, is responsible for the planning and coordination of various in-person, hybrid and virtual meetings that may range in both size and scope. This includes, but is not limited to, sourcing, food and beverage, travel arrangements, written communications, continuing professional education (CPE) credit, equipment/material needs and more. The ESS meeting planner sr associate should have a strong attention to detail, be self-motivated, the ability to multitask and possess excellent communication skills. This position requires the ability to work on multiple projects effectively under time constraints and deadlines. May act in the ESS meeting planner manager's absence when required. Essential Duties 1. Serve as the point of contact for assigned meetings and events, including external conferences, trainings, seminars and client/team appreciation events. Assist with the design, planning and execution of all event aspects, including, but not limited to, sourcing, food and beverage, audiovisual equipment, entertainment, travel arrangements, event signs/graphic needs and other materials. 2. Leverage and deliver on procedures outlined in playbooks and suggest enhancements or updates as needed. 3. Conduct research and provide resources to help our internal stakeholders make decisions for meetings and events. 4. Develop and implement meeting timelines. Prepare appropriate agendas, invitations and directions for internal stakeholders and attendees. 5. Begin to build strong relationships with stakeholders to ensure business needs are met. 6. Liaise with location services teams on the successful execution of meetings on-site in RSM offices. Provide outside vendors with necessary details and confirm appropriate staffing. 7. Collaborate with other ESS meeting planners, including identifying and establishing leading practices. 8. Serves as a trainer to ESS meeting planners and escalate urgent or high importance matters to the meetings and events manager. 9. May serve as a mentor to other team members, providing feedback and recognition, exposure, and experiences on-the-job, and "coaching moments" in the flow of work. 10. Serve as the host for virtual meetings. Assist with the virtual platform, including breakout rooms, polling questions and Q&A as necessary. 10% 11. Take responsibility with tracking of meeting details, including budgets, check requests, invoicing and reporting. 12. May review invoices and/or charges on firm-issued purchasing card for accuracy and reconciles in a timely manner. 13. Compile the necessary requirements for events requesting CPE credits. 14. Perform other duties as assigned.

Requirements

• Associate degree or 3+ years of experience in related field
• Intermediate to advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as needed
• Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities
• Ability to communicate, effectively with a diverse audience
• Effective organization, prioritization and time management skills, and strong attention to detail
• Excellent people skills
• Strong grammar and proofreading skills and experience
• Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc.
• Ability to balance multiple tasks and projects
• Must be punctual and able to adapt to changing schedules
• Ability to convey instructions clearly and concisely and be responsive when required
• Maintains professionalism in demeanor, conversation and attire
• Ability to work on multiple projects effectively under time constraints and deadlines
• 3+ years’ relevant experience in a related field or area
• Ability to facilitate discussions with leaders
• Ability to manage at a macro level and identify when a refined approach is necessary
• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of the change
• Works collaboratively with the executive assistant supervisor/manger to provide support across the enterprise particularly during peak times
• Ability to problem solve for potential scenarios that may impact the given meeting or event

Nice To Haves

• Experience with project management tool(s)

Responsibilities

• Serve as the point of contact for assigned meetings and events, including external conferences, trainings, seminars and client/team appreciation events. Assist with the design, planning and execution of all event aspects, including, but not limited to, sourcing, food and beverage, audiovisual equipment, entertainment, travel arrangements, event signs/graphic needs and other materials.
• Leverage and deliver on procedures outlined in playbooks and suggest enhancements or updates as needed.
• Conduct research and provide resources to help our internal stakeholders make decisions for meetings and events.
• Develop and implement meeting timelines. Prepare appropriate agendas, invitations and directions for internal stakeholders and attendees.
• Begin to build strong relationships with stakeholders to ensure business needs are met.
• Liaise with location services teams on the successful execution of meetings on-site in RSM offices. Provide outside vendors with necessary details and confirm appropriate staffing.
• Collaborate with other ESS meeting planners, including identifying and establishing leading practices.
• Serves as a trainer to ESS meeting planners and escalate urgent or high importance matters to the meetings and events manager.
• May serve as a mentor to other team members, providing feedback and recognition, exposure, and experiences on-the-job, and "coaching moments" in the flow of work.
• Serve as the host for virtual meetings. Assist with the virtual platform, including breakout rooms, polling questions and Q&A as necessary.
• Take responsibility with tracking of meeting details, including budgets, check requests, invoicing and reporting.
• May review invoices and/or charges on firm-issued purchasing card for accuracy and reconciles in a timely manner.
• Compile the necessary requirements for events requesting CPE credits.
• Perform other duties as assigned.

Benefits

• At RSM, we offer a competitive benefits and compensation package for all our people.
• We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.
• Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits
• Individuals selected for this role will be eligible for a discretionary bonus based on firm and individual performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree