People & Culture Manager, Meeting Planning

BDO USA•Chicago, IL

23h•Onsite

About The Position

The People & Culture Meeting Planning Manager is responsible for the planning and administration of firm-sponsored events and meetings. This role involves developing event budgets, negotiating contracts with service providers and suppliers, and managing events on-site. The manager will collaborate with internal clients to define event objectives, plan scope and format, establish budgets, and oversee administrative procedures and event progress. Key responsibilities include coordinating event activities to ensure compliance with firm guidelines and regulations, selecting venues and vendors, researching and negotiating contracts, managing and reconciling program budgets, developing participant communications, organizing registration, reviewing material production and delivery, managing on-site facilitation, analyzing post-event evaluations, reviewing and approving event bills, developing vendor relationships, and maintaining event files.

Requirements

Bachelor’s degree, required, in Business Management, Hospitality, Hotel Management, 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 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.