Meeting Planner

NHS Global Events, a prominent meeting management and hotel sourcing company, is looking for a dedicated Meeting Planner (Account Manager, Meeting Operations) to join our dynamic team. The primary responsibility of this position is to work both individually and within a team to provide flawless logistical meeting management planning and execution for our clients which ultimately leads to a successful meeting, event, or conference experience.

The right individual for this position is well-organized, detail-oriented, has highly developed customer service skills, and is able to prioritize and manage multiple projects and clients at one time. Must be able to effectively perform within tight time constraints, accept changes with short notice and tolerate frequent interruptions while maintaining a positive and enthusiastic outlook. Must be willing and able to travel domestically and/or internationally on a regular basis including occasional weekends.

This position will be a hybrid of working in our downtown Chicago office 2 days a week (of your choosing) and remotely for the remaining 3 days of the week.

RESPONSIBILITIES:

• Manage all meeting logistic aspects including, and not limited to, budgeting, air and ground travel, hotel accommodations, food and beverage, audio visual, temporary staff, décor & entertainment, activities, special events, off-site events, trade shows/ exhibitions, etc.
• Utilize and maintain all existing meeting planning templates, including meeting specs, budget, production schedules, rooming list, manifests, payment log, etc.
• Work with and delegate to other meeting planning team members to accomplish all meeting initiatives
• Serve as main point of contact with client with determination to exceed customer service expectations in all aspects of meeting planning
• Hotel and venue site selection and contracting
• Sourcing and contracting with outside vendors based on program needs
• Manage all contracted vendors through meeting completion
• Create, modify, and manage online registration websites and mobile applications, as needed
• Develop printed materials, digital materials, manage social media, etc. for any meeting marketing required
• Occasional virtual meeting management including platform recommendation and creation, oversight, and execution
• Travel on-site to execute meeting and oversee all aspects of meeting logistics
• Timely execution and submission of internal deliverables, such as monthly expense reports, time tracking of program work, and post-conference reviews
• Post-meeting management including meeting report and billing reconciliation of all invoices and meeting expenses

REQUIREMENTS:

• 5-10 years' experience in meeting planning and execution for corporate, association and/or incentive events required; preferably within a 3rd party agency
• Strong knowledge of the Meeting and Tradeshow industry as well as current trends in the industry
• Proficiency in project management and multi-tasking with minimal supervision
• Ability to manage virtual event platforms including Zoom, Teams, etc
• Availability to travel 30% of the year with trips averaging 4-6 days, including approximately 5-7 weekends per year
• Proficiency in Microsoft Office, including Word and Excel
• Demonstrated excellence with verbal and written communication skills
• Strong business acumen and financial negotiating skill
• Sharp attention to detail with strong organizational skills
• Bachelor's Degree or equivalent required

COMPANY BENEFITS:

• Hybrid Work Schedule
• Flexible Working Hours
• Summer Friday Early Close at 12pm (Memorial Day - Labor Day)
• Employee Sabbatical (1-week earned after 5-years' service & 1-month earned after 10-years' service)
• Monthly Cell Phone Allowance
• Monthly health & wellness gym allowance
• Financial Support for Professional Development
• Financial Support for Industry Event Attendance
• Travel Opportunities to Attend Supplier FAM Trips
• Company Profit Sharing

NHS Global Events provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance

Application Question(s):

• What is your salary requirement for this position?
• Provide more details regarding your experience in a client-facing role.
• What do you think makes a successful event?

Experience:

• Event management: 5 years (Preferred)
• Microsoft Office: 5 years (Preferred)

Location:

• Chicago, IL 60606 (Preferred)

Work Location: Hybrid remote in Chicago, IL 60606