Meeting Specialist

NCM Associates•Kansas City, MO

About The Position

The Meeting Specialist is the primary NCM representative supporting Executive Conference Moderators and Consultants in planning and executing 20 Group and in-dealership meetings. The role coordinates meeting logistics such as hotel accommodations, dinner reservations, activities, food and beverage, audio-visual requirements, and transportation. It also manages meeting products, data submissions, timelines for composite runs, and meeting-pack shipments. The Specialist maintains meeting records in Salesforce and provides documentation to stakeholders across Retail Solutions, Data Services, Accounting, and contracted partners Ricoh and Maritz. The position works with members, moderators, hotels, and vendors to ensure meetings are organized, materials and payments are handled accurately, and meeting experiences are continually improved.

Requirements

A minimum of 2 years of related work or industry experience.
Knowledge of CRM/databases and project management tools; Salesforce.com knowledge is a plus.
Advanced capabilities with Microsoft Office.
Ability to handle private and confidential information in accordance with company interests and policies, legal requirements, and business ethics.
Strong time-management skills.
Strong organizational skills, attention to detail, and superior multitasking abilities.
Solid problem-solving skills.
Strong written and oral communication skills.
Ability to work in a fast-paced environment and adapt quickly to change.
Routinely able to stand, walk, sit, speak, hear, see, and use hands to handle objects.

Nice To Haves

Bachelor’s Degree preferred; equivalent combination of education and experience may satisfy the requirement.

Responsibilities

Maintain a minimum two-year forward calendar of meetings and engagements.
Review and submit Contract Request Forms, manage the sourcing process with Maritz, and update Salesforce when contracts are executed.
Oversee hotel contracting and execution, ensuring that terms, concessions, and deadlines are met.
Initiate and manage hotel planning logistics, including room blocks, reservations, banquet menus, AV, transportation, activities, and moderator accommodations.
Plan and negotiate food and beverage, audiovisual, transportation, and on- and off-site events within standard operating timelines.
Serve as the primary contact for group dinners and activities, managing pricing, contracts, dietary needs, waivers, entertainment, and transportation.
Manage meeting and activity registration communications and track and update attendance in the database.
Liaise between members and hotels regarding room extensions, upgrades, and special requests.
Coordinate deposits and payments for hotels and vendors, and upload billing documentation to Salesforce and ExpenseIt.
Collaborate with Moderators on meeting composites and required products; establish deadlines and coordinate with Data Services and Print Services for timely execution.
Troubleshoot missing data submissions and assist with composite decision-making.
Manage meeting-material proofing, editing, production requests, printing, packing, shipping, and on-site fulfillment, including shipment tracking and issue resolution.
Monitor moderator travel notifications and pre-conference requirements.
Track hotel attrition reporting, review charges, and update Salesforce accordingly.
Maintain required meeting documentation and ensure the accuracy of client-facing materials.
Build and maintain relationships with hotel partners, vendors, members, and families to enhance meeting experiences and secure favorable pricing and availability.
Review post-meeting surveys, update group notes, and communicate improvements to stakeholders.
Provide cross-team support and workload coverage as needed.