Senior Meeting Planner

ZS • Chicago, IL

2d • Hybrid

About The Position

ZS is a management consulting and technology firm focused on improving life and how we live it. The Corporate Support teams operate the firm’s core internal enterprise functions. As a Senior Meeting Planner, you will serve as both a full-cycle event planner for small and mid-sized meetings and a strategic advisor for event contract review. This role is responsible for reviewing event-related agreements, consulting with stakeholders on event strategy and logistics, identifying risks and opportunities, and helping ensure meetings align with firm priorities, policies, and industry best practices. The ideal candidate combines strong event planning expertise, business judgment, contract negotiation experience, executive communication skills, and the ability to influence stakeholders in a fast-paced and often ambiguous environment.

Requirements

• Bachelor’s degree in Event Management, Hospitality, Business, or related field.
• 3-5 years of experience in corporate meetings, events, hospitality, conference management, or related field.
• Proven track record of successfully planning and executing meetings, conferences, team summits, or corporate events.
• Exceptional negotiation, communication, and interpersonal skills.
• Ability to craft targeted, engaging and accurate communications.
• Comfortable analyzing both qualitative and quantitative data.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Proficiency in Cvent and Microsoft Office Suite.
• Ability to travel up to 50% as required for event execution.
• Fluency in English
• Client-first mentality
• Intense work ethic
• Collaborative spirit and problem-solving approach
• Candidates must have authorization to work in the United States that does not now or in the future require employer sponsorship.

Nice To Haves

• Canva or similar image editing software adeptness is a plus.
• Experience leveraging AI-powered tools to improve productivity, communication, planning, or analysis is strongly preferred.
• Certified Meeting Professional (CMP) designation is a plus.

Responsibilities

• Serve as the primary point of contact for event contract review requests.
• Consult with stakeholders to understand meeting objectives, attendee profile, budget considerations, operational requirements, and overall event strategy.
• Evaluate proposed event plans to ensure alignment with firm priorities, meeting standards, financial stewardship expectations, and industry best practices.
• Identify opportunities to optimize event design, attendance assumptions, room block strategy, transportation requirements, and overall event spend.
• Review hotel, venue, and vendor agreements against established legal, procurement, and meeting guidelines.
• Identify contractual, financial, operational, and reputational risks and provide recommendations to mitigate exposure.
• Advise stakeholders on negotiation strategy, including concessions, pricing structure, attrition protections, cancellation terms, and value-added opportunities.
• Maintain contract review resources, templates, and best-practice guidance while identifying opportunities to improve processes and stakeholder education.
• Exercise independent judgment when evaluating unique event situations while understanding when issues should be escalated for additional review.
• Strategize, plan, coordinate, and execute team summits and meetings from inception to completion.
• Develop event timelines, schedules, and checklists to ensure seamless execution.
• Coordinate logistics including venue selection, F&B, audio-visual requirements, room setup, transportation, and accommodation.
• Manage attendee registration, communication, and on-site support.
• Conduct post-event evaluations to assess success and areas for improvement.
• Develop and manage budgets for all assigned events.
• Track expenses and ensure all events are delivered within budget.
• Provide regular financial reports and updates.
• Mentor junior team members.
• Serve as the primary point of contact for stakeholders, addressing concerns and ensuring expectations are met.
• Serve as a strategic planning partner to meeting sponsors, providing recommendations that enhance attendee experience and improve achievement of business objectives.
• Develop creative solutions to evolving stakeholder needs while balancing attendee experience, budget, operational realities, and firm priorities.
• Lead planning discussions with executive-level stakeholders and confidently present recommendations and alternatives.
• Maintain strong relationships with vendors, negotiating contracts and managing deliverables.
• Influence stakeholders to make informed decisions that align with event goals and company values.

Benefits

• Comprehensive total rewards package that supports your health and well‑being, financial future, time away, and professional development.
• Robust skills‑building programs
• Multiple career progression paths
• Internal mobility
• Deeply collaborative culture

What This Job Offers

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