Meeting Planner (Hybrid)

AAA Brand • Lake Mary, FL

1d • $25 - $30 • Hybrid

About The Position

The Meeting Planner provides comprehensive support for meetings and conferences, encompassing attendee registration, vendor coordination, and budget management. Responsibilities for this position also include managing smaller meetings, researching venues and speakers, handling sponsorships, and ensuring compliance with policies and procedures. Additionally, this position manages virtual meetings and provides on-site event support, with occasional travel required.

Requirements

• Uses time effectively, anticipates obstacles, adjusts priorities as needs change, and keeps others informed of progress.
• Strong written and oral communication.
• Strong time management and organizational skills.
• Excellent interpersonal skills, self-motivated, and adaptable in a fast-paced, dynamic, deadline-driven environment.
• Ability to develop and maintain accurate details of function arrangements, billing, and cost controls; detail-oriented.
• Good knowledge of contract language for the meeting industry.
• Ability to work with groups and communicate effectively with all staff.
• Ability to effectively negotiate meeting arrangements and on-site changes to the original agreement.
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat, Salesforce Marketing Cloud, Swoogo or similar registration platforms, and Social Tables.
• Up to 30% travel to off-site events within Orlando and the continental U.S. is required.
• Overnight, nights, and weekends may be required to support events.
• A bachelor’s degree in hospitality, sports management, meeting management, event management, or tourism is required.
• Two (2) to four (4) years of experience coordinating group functions in a meeting planning department or hotel environment.

Responsibilities

• Supports the attendee registration process, including generating registration reports, rooming lists, managing room blocks with hotels, reservation changes, handling special attendee needs, and processing payments.
• Builds registration databases and conference-related web pages in Swoogo or similar registration platforms.
• Coordinates meetings of fewer than twenty attendees as well as internal events, including Leadership Team meeting logistics.
• Research hotel options, meeting vendors such as transportation and off-site venues, and speakers based on client program format and budget.
• Ensures planning timelines are met.
• Supports sponsorships and trade shows by issuing invoices, managing sponsor registration, distributing vendor kits, and confirming sponsor branding for entitlement development.
• Prepares invoicing and manages record-keeping as necessary to ensure compliance with established policies and procedures.
• Reconciles accounts to ensure all payments have been recorded and maintains conference expenses within budgeting guidelines.
• Prepares attendee communication materials such as registration confirmations, newsletters, conference apps, and post-conference materials, and releases announcements using Salesforce Marketing Cloud.
• Utilizes computer skills to format proposals, function sheets, reservations, registrations, programs, badges, and menus.
• Inputs event data to create meeting specs in room booking tools and creates room layouts in Social Tables.
• Prepares registration announcements and posts conference materials utilizing the Salesforce Marketing Cloud platform.
• Manages virtual meetings via Zoom Meeting, Webinar, Teams, or similar streaming platforms.
• Oversees the delivery of virtual programs, including setup, speaker management, production, follow-up communication, and coordination with business line owners.
• Provides on-site event support and assistance, as needed.
• Performs other related duties, tasks, requests, and directives as required by management.

Benefits

• This position is also eligible for participation in AAA, Inc.'s Annual Incentive Plan.
• AAA, Inc. supports a flexible work environment for our associates.
• We are committed to collaboration, innovation, and work-life balance, and offer a hybrid work model that allows for three days in the office and two days at home (or whenever you work best) each week.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level