Meetings & Conferences Planner

Leverages assets, including a platform of meeting management technology tools and resources, and industry best practices to allow all stakeholders to meet their business and financial objectives. Works with some supervision and is responsible to make an established range of decisions, updating Manager on a regular basis.

What you will do:

• Coordinates all travel arrangements for senior officers on Cin-Air (includes air, car and hotel bookings), working directly with the office of the chairman, president and CEO.
• Manages, coordinates and executes a wide range of meetings across the Enterprise
• small to mid-size meetings and support of various CBU conferences
• including hotel/venue recommendations, timelines, contract negotiations and finalization, budgeting, planning (to include event registration management [Cvent], rooming lists, flight manifest logistics, and banquet event orders), and coordination with multiple vendors for each event.
• Responsible for contract negotiations and approval process with legal and procurement partners. Manages the interface between internal projects and people, acting as a liaison between project leaders to ensure collaboration and coordination on measurables to include timelines, promotion and communication efforts. Partners with Procurement and AAA to manage hotel, car and airline contracts.
• Develops, maintains and reconciles meeting/conference budgets, ranging from $25 to $50K annually, focusing on cost avoidance, value and ROI as well as risk mitigation.
• Uses cloud-based programs utilizing internal systems to manage events from intake through registration, project management, budgeting, attendee management, sourcing, and reporting. Organizes, manages and works as a team player at assigned Enterprise events. This includes food and beverage selections, décor and onsite management.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications:

• Bachelor's degree in hospitality, communications or related field is preferred (Preferred)
• Proven experience coordinating multiple projects simultaneously and completing assigned tasks accurately and on time (Required)
• Self-motivated, enthusiastic and determined, with proven experience and demonstrated flexibility associated with excellent customer service skills.
• Demonstrated written and verbal communication skills with ability to convey and relay information accurately, clearly and concisely.
• Demonstrated strong and accurate attention to detail, excellent organizational skills and proven ability to interpret and meet customer needs.
• Possess an understanding of or experience in the meeting and hospitality industry (ie. hotel, destination management company, etc.), to include familiarity with RFPs, rooming lists, flight manifests and hotel contracting.
• Proven experience handling confidential and/or sensitive information and correspondence.
• Demonstrated experience working cooperatively and effectively within a team environment as well as operating as a high-level individual contributor who can work at a fast pace and solve problems under stressful conditions.
• Demonstrated ability to work and make sound decisions under conditions of uncertainty.
• Certified Meeting Professional (CMP) (Preferred)

Work Setting/Position Demands:

• Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
• Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
• Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
• Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
• Performs substantial movement of wrists, hands, and fingers for continuous computer work.
• Extended hours required during peak workloads or special projects/events.
• Associate must be able to travel via airplane
• Occasional after-hours work needed

Travel Requirements:

• 10% travel Extended hours during on-site meetings/conferences and during peak workloads or special projects, based on executive travel scheduling.