People & Culture Manager, Meeting Planning

BDO USA, P.C.•Chicago, IL

6h•Remote

About The Position

The People & Culture Meeting Planning Manager is responsible for the planning and administration of firm-sponsored events and meetings that require development of event budgets, contract negotiation with service providers and suppliers, and on-site event management.

Requirements

Bachelor’s degree, required, in Business Management, Hospitality, Hotel Management, preferred OR High school diploma and equivalent experience, required
Three (3) or more years of meeting/event planning experience, required with bachelor’s degree
Five (5) or more years of meeting/event planning experience, required with high school diploma or equivalent
Proficiency in the use of Microsoft Office Suite, required
Proficient in use of survey tools such as Zoomerang, Vovici and Verint, required
Proficient in use of Adobe Photoshop and Adobe Illustrator, required
Intermediate knowledge of hotel industry, including evaluating vendors and negotiating contracts
Superior verbal and written communication skills
Superior grammar, mathematical and typographical skills
Ability to work within a demanding, deadline driven environment while effectively diagnosing and resolving unexpected issues in a professional manner
Solid analytical and diagnostic skills to effectively negotiate the most cost-effective event/planning arrangements
Ability to communicate and interact with individuals at all levels
Excellent planning, organizational and project management skills with a strong attention to detail
Ability to successfully multi-task while working independently or within a group environment
Ability to thoughtfully and positively influence and build consensus among groups in an effort to establish compromise and resolution to conflicts or issues
Ability to travel, as required, to provide on-site support of firm meetings and/or events (approximately 2 or more weeks per month)

Nice To Haves

Certified Meeting Planner (CMP) preferred

Responsibilities

Collaborates with internal clients (e.g., business lines, People & Culture, etc.) to determine event objectives and requirements, plan scope and format of events, establish and monitor budgets, and review administrative procedures and event progress
Coordinates and monitors event activities to ensure compliance with firm guidelines, applicable regulations and laws, and satisfaction of internal clients, including selection of venues, hotel accommodations, air travel, ground transportation, catering, signage, technology, special needs, and onsite meeting support
Researches and negotiates contracts with service providers and suppliers such as hotels, transportation providers, and destination management companies and obtains approval based on firm standards
Develops, manages, and reconciles program budget
Partners with internal clients to develop communications to participants including initial event announcements, on-line registration messaging, registration confirmations, welcome letters, program updates and post-event evaluations
Organizes, coordinates and manages registration
Reviews event materials production and delivery schedule to ensure appropriate material is produced and shipped to the appropriate venue within desired timeframe
Manages the on-site facilitation of all aspects of the event (e.g., resolution of impromptu to technological, space and catering concerns, answering instructor and/or participant inquiries and needs, etc.)
Analyzes post-event evaluations to identify areas of improvement and incorporates appropriate enhancements into future events
Reviews event bills for accuracy and approves payment
Develops and maintains effective strategic relationships with various groups within BDO and outside vendors
Notifies the People & Culture Director, Meeting and Event Services of planning progress of each event
Identifies and proposes possible courses of action to resolve obstacles that may interfere with the ability to meet project deadlines or quality of work
Maintains event files per department guidelines
Other duties as required