Meeting Planning Manager

Aegis • Jersey City, NJ

2d • $120,000 - $140,000 • Hybrid

About The Position

AEGIS Insurance Services, Inc. (“AEGIS”) has an immediate opening for a Meeting Planning Manager to lead and manage the meeting planning team for AEGIS. The manager will oversee the planning calendar, assign events to the planning team, and ensure events are executed within plan and budget. The manager is responsible for planning and executing meetings for the AEGIS Board of Directors, Board Committees, and AEGIS policyholders (members) annual conference.

Requirements

• Minimum 8 years of corporate meeting planning experience; experience working in financial services or professional services desired
• Experience developing and managing multi-million dollar meeting budgets
• Minimum 3 years of leadership/management experience
• Significant experience with and evaluation of vendor management systems, event registration systems, and mobile meeting apps
• Undergraduate degree or equivalent work experience
• Certified Meeting Professional (CMP) designation desired
• Established working relationships in the meeting, travel, and hotel industries
• Proficiency with Microsoft Office: specifically Word, Excel, PowerPoint, and SharePoint
• Exceptional organizational, time-management, and interpersonal skills
• Proven ability to mentor, coach, and train administrative and support staff
• Proven ability to effectively negotiate contracts
• Proven ability to display professionalism in interactions with senior leaders, vendors, and Members
• Ability to travel regularly and as needed
• Collaborative Communications and Behavior: Develops and maintains effective working relationships as a team member and across divisions; readily collaborates and shares information, seeks and provides constructive feedback, and supports a respectful workplace
• Initiative and Accountability: Proactively addresses opportunities to enhance AEGIS’ people, processes, products, and services, takes ownership for one’s responsibilities by acting with integrity and in the best interest of the organization and stakeholders
• Quality-Focused: Demonstrates a solution-focus, displays thoroughness and accuracy through quality deliverables, and demonstrates persistence and perseverance in achieving concrete and tangible outcomes
• Service-Oriented: Conveys a genuine desire and ability to anticipate and meet customer needs and creates and nurtures mutually beneficial relationships within AEGIS and with AEGIS Members and brokers

Responsibilities

• Lead, manage, and oversee the Meeting Planning team and all events; assign event responsibilities across the team, according to experience and ability, and oversee planning process to ensure a smooth event; delegate activities and develop staff towards independent decision making
• Plan and manage annual budget for meeting planning function; ensure all internal and external meetings and conferences are planned and delivered within budget; provide variance reports and exception requests when budgets must be adjusted
• Plan annual Policyholders’ Conference and AEGIS Board Meetings; review website, e-mail invitation and registration database content for these events, insuring accuracy; coordinate with Marketing on all shipping, signage and supporting materials; and maintain brand standards
• Evaluate external meeting communication platforms such as registration databases and mobile apps on a regular basis for efficiency and process improvement
• Oversee the team’s support of AEGIS divisions with the planning and delivery of all internal meetings, including coordination with AEGIS facilities staff, logistics, food & beverage, meeting materials, room or venue reservations, food suppliers, audio/visual needs, etc.
• Direct the training of the meeting planning administrative and support staff
• Direct and conduct site visits, including evaluation and selection of destination management companies, hotels, conference centers, reception venues, caterers, tours, golf, and recreation activities, and transportation
• Negotiate, review, and manage all contracts related to the meeting planning function
• Oversee multiple events on behalf of several internal and external stakeholders

Benefits

• In addition to base salary, AEGIS employees are eligible to participate in the Company’s annual incentive program, with competitive awards based on corporate and individual performance.
• Health & Wellness: Medical, dental, vision, mental health support and employee assistance programs
• Retirement: 401(k) with matching contribution
• Income Protection: Life, disability, accident and critical illness insurance
• Time Off: Vacation days, sick days, holidays and family/military leave options
• Other: Commuter benefits, pet insurance, hybrid work schedule
• Growth: Tuition assistance and professional development opportunities

What This Job Offers

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