Job Title: Meetings & Conference Room Planner
Location: Austin TX 78727 Hybrid, in office Tues-Thurs
Duration: 4 Months
Overview: The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.
Key Responsibilities:
* Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
* Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
* Coordinate with vendors and suppliers to ensure quality service delivery.
* Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
* Develop detailed event timelines, checklists, and communication plans.
* Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
* Lead onsite event execution, troubleshooting issues as they arise.
* Track budgets, expenses, and enforce compliance with company policies.
* Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
* Work closely with others to ensure coverage and support.
* Serve as primary point of contact for internal customers throughout the planning process.
* Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
* Work onsite in Austin 5 days a week.
* Other meetings and meeting related projects as assigned.
* Assist in planning large national meetings and travel to support onsite logistics.
Qualifications:
* Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field.
* 5+ years of experience of meeting planning experience
* Proven experience in conference or meeting planning for internal customers.
* Excellent organizational, communication, and multitasking skills.
* Ability to work under pressure and adapt to changing circumstances.
* Strong problem-solving skills and attention to detail.
* Flexibility to work evenings and weekends as needed during peak event seasons.
Other items
Up to 20% Travel
CMP preferred
Location: Austin TX 78727 Hybrid, in office Tues-Thurs
Duration: 4 Months
Overview: The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.
Key Responsibilities:
* Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
* Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
* Coordinate with vendors and suppliers to ensure quality service delivery.
* Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
* Develop detailed event timelines, checklists, and communication plans.
* Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
* Lead onsite event execution, troubleshooting issues as they arise.
* Track budgets, expenses, and enforce compliance with company policies.
* Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
* Work closely with others to ensure coverage and support.
* Serve as primary point of contact for internal customers throughout the planning process.
* Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
* Work onsite in Austin 5 days a week.
* Other meetings and meeting related projects as assigned.
* Assist in planning large national meetings and travel to support onsite logistics.
Qualifications:
* Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field.
* 5+ years of experience of meeting planning experience
* Proven experience in conference or meeting planning for internal customers.
* Excellent organizational, communication, and multitasking skills.
* Ability to work under pressure and adapt to changing circumstances.
* Strong problem-solving skills and attention to detail.
* Flexibility to work evenings and weekends as needed during peak event seasons.
Other items
Up to 20% Travel
CMP preferred
Meeting Planner II in austin at Unknown Company
This position is listed as full time and hybrid.