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
Applicant Notices & Disclaimers
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.This position's pay range is $30.00/hr - $32.00/hr.
