Meeting & Events Planner - New York City, NY

Description

• Coordinates with internal partners as well as with outside vendors and event professionals to manage to client expectations on time and with high quality. Creates and distributes banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floorplans for set-up, event flow, and event strike details.
• Captures post-event reporting and reconciliation and suggests recommendations for continuous improvement and cost / process efficiencies.
• Responsible for building and maintaining work relationships with internal and external clients in a timely and professional manner. Participates and/or leads planning calls, representing the site, and ensuring all event aspects are in accordance with building safety and security regulations.
• Manages each event as a project from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. This includes creating and managing detailed event planning timelines, ensuring deadlines are met on time and with high quality, creatively troubleshoot issues, ensure effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.
• Manages complex master meeting and events calendar for medium to large sized event space. Communicates events schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.
• Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on-site logistics including managing vendors ensuring a certificate of insurance is on file, load in and set up is on time and in adherence to building/site policies and is a point of escalation should an issue arise.
• Serve as primary point of contact for high profile and/or large engagements. Accountable to develop and communicate end-to-end complex event plans to ensure flawless execution of meetings and events. Exercises sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.
• Supports and provides informal guidance to junior members of the team.
• This includes but is not limited to: sourcing/selecting/recommending vendors for catering, decor, entertainment, giveaways, etc., supporting event communication and marketing plan, problem-solving issues that arise, welcoming guests, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and managing tear-down.
• Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensure understanding of details of event between host and service delivery team and post event reporting and reconciliation.
• May support with budget creation for events and accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.

Requirements

• Ability to work in multiple software platforms and learn and retain technical software applications quickly.
• Good organizational skills. Work well under pressure and demonstrate a proactive approach to routine and non-routine occurrences.
• Ability to work flexible work schedules based on business need.
• Experience in corporate or conference center management preferred.
• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc.
• Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires advanced analytical and quantitative skills.
• Comfortable meeting and engaging with new people.
• High School Diploma or GED and a minimum of 3 years of relevant experience and/or training.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance