Job Description

Position: Meeting & Event Planner 

Location: Florida 

(Orlando-Based Office – primarily work from home / 1 mandatory office day per week)

A BRIEF SUMMARY OF THIS REALLY AWESOME JOB:

Do you have experience planning (and executing!) corporate, incentive and/or association meetings and events, and do you  love it? This role is responsible for working with our customers to plan and execute meetings and events of varied scope and sizes. This position is responsible for operations; event agenda and design; budget development (cost estimates, P&L’s, budgets); client relations; program profitability; and day-to-day pre-operations management, such as registration websites, rooming lists, packing and shipping supplies, QC processes and other logistical assignments to help facilitate a variety of meetings and events. Management of housing and registration, exhibit management or speaker management are some of the additional responsibilities that may be required in your day-to-day work. Although we have team members responsible for creative proposals and hotel sourcing, any expertise in these areas will be regarded as a value-add to our company and, although we have a very collaborative environment, you will have the opportunity to be as creative as you want! In short, we have a lot of really great clients, and we need a fun, energetic team member to help us plan and execute events — from one-night galas to multi-week conferences for 10,000 people. We promise you won’t be bored and will have a great time in our dynamic environment! 

SOUNDS GREAT! BUT WHAT DOES THE JOB REALLY ENTAIL?:

The Bulk of the Job — Meeting Operations:

• Manage the strategy and planning of meetings and special events for GET clients, including A/V arrangements and food and beverage, in conjunction with activities, transportation and other operational logistics
• Communication!Ability to communicate effectively and manage multiple vendors onsite at once during program execution
• More communication!Ensure accurate and efficient professional communication between client, hotel, vendors, attendees and GET employees
• We are all about communication!Prepare correspondence and in-house communications in accordance with GET written communications standards, and proofread the communications of other department members, where required
• Manage and negotiate hotel and vendor contracts 
• Ability to build and maintain meeting registration websites 
• Assist with managing and maintaining hotel rooming lists, as required
• Assist with event design, including entertainment and décor
• Develop, manage and update cost analysis and work within budget constraints
• Manage and maintain acceptable profit projections as set by GET management
• Setup and run site inspections and onsite management of programs, as needed; must have a valid passport
• Work with accounting to compile and review client invoicing and finalize billing
• Assist with program proposals, presentations and collateral
• Report weekly to a Senior Director and provide updates, as requested
• Also …internal communication!  Attend and contribute insight to staff meetings

YEP, THAT’S ME!:

Ideal Candidate:

• Located in Florida (primarily remote work environment) 
• Bachelor’s degree preferred
• Four years minimum experience as a meeting planner
• CMP certification preferred
• Must be able to travel 25-35% of the time (often less, rarely more) 
• Valid passport
• Excellent verbal and written communication skills
• Excellent time management skills, attention to detail, multi-tasking abilities and the ability to meet tight deadlines (this is a big one!)
• An understanding that the workday doesn’t always end at a set time when there’s a deadline involved 
• Strong computer skills required; must have ability to learn and work in a Mac environment and ability to use a number of online / cloud-based applications (Slack, Monday, etc.)
• Creativity and a drive to innovate a plus! 
• Experience with Cvent, getregistered and/or other registration software platforms beneficial
• Ability to work efficiently in a remote (work-from-home) environment
• Ability to read, analyze and interpret complex documents
• Bilingual (English and Spanish) is a plus, but not required

…

Benefits:

This is a full-time salaried position, and therefore includes health care benefits (medical, dental and vision), a 401k plan, and generous vacation plan.

Work Environment:

This is primarily a remote position (aka work from home!); however, our team does meet in the downtown Orlando office one day per week. This role does require travel and the ability to work in a team environment. Please note, the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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