OPEN POSITION AT SITE SOLUTIONS WORLDWIDE-GLOBAL MEETING PLANNING COMPANY

Immediate Opening

Job title:  Meeting Planner

Location: Clifton Park, NY

Job objective or overall purpose statement:

Small woman owned global meeting planning company seeks an experienced Full Time Meeting Planner with a minimum of 3 years’ experience in full conference planning.  Candidate must be able to competently manage a variety of Clients from all corners of the world. This position entails multitasking in all aspects of meeting planning including: communicating with our clients, speakers, meeting planners and speaker coordinators, registration and exhibitor coordination. Negotiation of contracts within the client’s budget is required, Meet & Greet at Airports, Guestroom- Amenities, A/V Needs and Room Setups, F&B Negotiations, Assisting with Scheduling or Agenda, Storage of Information for Future Years, Develop Evaluations. Could include but is not limited to Traveling for Site Visits and/or On-site Management. Exercising their extensive knowledge in problem-solving, strategic planning, communication skills, and budget management to meet and exceed client’s objectives and goals.

Summary of the general nature and level of the job : Experienced

Description of the broad function and scope of the position :

Meeting planners coordinate all aspects of professional meetings and events. They choose meeting locations, arrange transportation, and coordinate other details.

List of duties or tasks performed critical to success:

• Meet with clients to understand the purpose of the meeting or event
• Work with internal teams and communicate all aspects needed to complete all tasks
• Plan the scope of the event, including time, location, and cost
• Solicit bids from venues and service providers (for example, florists or photographers)
• Inspect venues to ensure that they meet the client's requirements
• Coordinate event services such as rooms, transportation, and food service
• Monitor event activities to ensure the client and event attendees are satisfied
• Review event bills and approve payment

Key functional and relational responsibilities:

• Communicate with clients, suppliers, and event staff. They must have excellent written and oral communication skills and be able to convey the needs of their clients effectively.
• Planners must understand their clients’ needs. They must act professionally in a variety of situations, know how to keep an audience engaged, and help participants network with peers.
• Establish and maintaining positive relationships with clients and suppliers.
• Negotiate service contracts to get good prices for their clients.
• Provide high quality meetings by being detail-oriented, able to multitask and meet tight deadlines.
• Staff Mentoring
• Establishing Timelines in company software
• Following Company Guidelines and Procedures
• Providing SSW with financial reports based on client billing

Description of the relationships and roles within the company, including supervisory positions, subordinating roles and other working relationships:

Meeting planners are responsible for being client’s main contact and overseeing all responsibilities of their client teams and ensuring all tasks are performed in a timely manner and at the client’s satisfaction.

Meeting planners are responsible for holding and leading client reviews with internal teams. In the client reviews it is expected to review the tasks that still need to be accomplished and ensure all team members are aware of their roles, responsibilities and deadlines.  Travel is expected based on client needs and approval. Expect to travel from 20-25% of the year.

All positions are expected to participate in cross training of all team positions. This is vital to ensure all teams are on the same page and can step in on an as-needed basis.

Must contain the following skills: attention to detail, follow projects thru to completion, problem solving, organization, cost management, self-starter, deadline driven, team player, the highest degree of ethics, integrity and professionalism. The right candidate must be efficient with computer skills including: internet search engines, shared network files, MS Excel spreadsheets, MS Word documents and MS Outlook.

Office Hours:

Monday-Friday 8am-5pm

Additional compensation is given for the following:

• Commission Sales: 10% of first year’s income to SSW for new client and bonus for upgrading current clients
• On-site Conference Hours: 15% of fee charged to client for days worked on-site
• Specific Job/Industry Related Certifications

Brief Benefit Breakdown:

• Health + Dental Insurance Provided
• 401K + Matching
• 2 weeks’ vacation per year (after 6 months in the first year of employment)
• 16 hours of personal time
• 40 hours of sick time

Time increases annually.

The following holidays off:

Christmas to New Years company wide week off

Easter/Good Friday/ Passover – 1 day

Memorial Day – 1 day

Independence Day (7/4) 1 day

Labor Day – 1 day

Thanksgiving – 2 days

Floating holidays – 1 day

Birthday – 1 day

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year