Meeting Planner
Job title: Meeting Planner in Arlington, TX at American Diabetes Association
Company: American Diabetes Association
Job description: DescriptionThe American Diabetes Association (ADA) is seeking a Meeting Planner who will work as a member of the Convention Operations team, supporting members of ADA’s staff to plan and execute approximately 30 annual ADA programs, workshops, and meetings (estimate 1-4 per month). Each meeting will require a varied level of support. This person will report to the Associate Director, Convention Operations.Location:Fulltime remote position; candidate should be located within 50 miles of the ADA Office in Arlington, VA to support in-person meetings as needed.RESPONSIBILITIES
- Supports ADA internal staff with all aspects of pre, onsite, and post meeting logistics, including hotel contract negotiation (RFPs if needed), food and beverage selections, event AV requirements, room assignments and setups, etc. Note: not all ADA meetings will require onsite support
- Manages intake form of meeting and event planning requests from internal staff
- Evaluates and identifies external vendors to achieve event goals as needed
- Manages all logistical aspects of events requiring onsite support, including day-of logistics, including setup, food and beverage management, AV oversight, etc.
- Contracts room blocks and meeting space for meetings as needed
- Acts as liaison with hotels for hotel logistics pre and post meeting
- Manages hotel room lists and changes; communicates all changes and requirements with hotels
- Facilitates airline and hotel travel through association’s travel portal; responsibilities include creating/updating travel profilers, booking flights, making changes to flights, and ensuring budget code accuracy
- Develops checklists, planning documents, and other planning templates to support internal staff with meeting planning; maintains SharePoint database of planning resources
- Creates and updates meetings standard operating procedures and templates
- Sets up master accounts at hotels as needed and reconciles final invoices and submits bills for payment, working with the appropriate staff liaison(s) to confirm accuracy
- Supports logistics and RFPs for national conferences as needed
- Other duties as assigned
- Bachelor’s degree
- 4+ years of experience in event, meeting, or conference planning or hotel conference management
- Ability to meet deadlines, set priorities and demonstrate a high degree of attention to detail is a major requirement for consideration in this position
- Ability to work independently with stakeholders and in a team-focused work environment
- Exceptional skills using technology are required, including Microsoft Office suite
- Certified Meeting Professional (CMP) designation preferred
- Strong organizational and communication skills
- Industry competitive base pay ranging from $74,000 - $79,000 for this role. Base offers are determined by several factors including but not limited to your relevant work experience, education, certifications, location, internal pay equity, etc.
- A culture of recognition including new hire welcome announcements, service anniversary awards, referral bonuses, monthly All Employee Assembly, appreciation awards
- Generous Paid Time Off, including holidays, vacation days, personal days and sick days
- Comprehensive benefits package including medical, dental, vision, Flexible Spending Accounts (FSA), disability & life insurance, pet insurance and retirement savings
- Guided by our mission, we provide top tier diabetes supply coverage through our medical benefits program
- A company focus on offering mental health programs and work/life balance with most of our employees working remote
- Joining our dedicated team affords the gratification of knowing beyond a doubt that you will impact the lives and well-being of millions