Conference Meeting Planner

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee assigned conferences from the planning phase through to onsite execution, ensuring that all logistical needs are fulfilled accurately and timely.

• Act as the main coordination contact for designated events, maintaining communication with internal teams, vendors, speakers, sponsors, and attendees.

• Source, coordinate, and manage all event logistics, which include hotel accommodations, catering, audiovisual services, transportation, shipping, printing, and other vendor services.

• Prepare event specifications and convey conference requirements to vendors while assisting with contract reviews and cost management.

• Monitor hotel room blocks, attendee accommodations, and related travel logistics.

• Coordinate information for speakers, sponsors, and attendees, ensuring that all necessary materials and event details are collected accurately and punctually.

• Manage conference registrations, event databases, and logistical tracking documents.

• Draft event communications, planning documents, schedules, and operational materials.

• Track conference expenses and assist with budget management for assigned events.

• Work closely with Production, Audience Development, Sponsorship Sales, Marketing, Accounting, and Operations teams to guarantee successful event execution.

• Address inquiries from attendees, sponsors, speakers, and vendors in a professional and service-oriented manner.

• Travel onsite to oversee event logistics, support conference operations, and ensure a positive attendee experience.

• Maintain comprehensive records, timelines, and project plans to meet deadlines and deliverables.

• Additional responsibilities may be assigned as necessary to support conference operations.

⛳️ Requirements

• Bachelor’s degree is preferred.

• A valid U.S. entry visa is required.

• Proficient English skills in both verbal and written communication are necessary.

• Minimum of 3 years of experience in meeting planning, conference planning, hospitality, event management, or a related field.

• Exceptional organizational skills with a keen attention to detail and accuracy.

• Experience in coordinating travel, accommodations, vendor relationships, and event logistics.

• Excellent project management and multitasking capabilities, with the ability to handle multiple conferences at the same time.

• Professional, polished, and customer-focused communication skills.

• Strong problem-solving abilities and adaptability in a fast-paced environment.

• Proficiency in Microsoft Office, specifically Word, Excel, and PowerPoint.

• Familiarity with CRM systems, registration platforms, or event management tools is preferred.

• Self-motivated and capable of working both independently and collaboratively within a team.

• Willingness and ability to travel for live conferences and onsite event execution.

🏝️ Benefits

• 100% remote work environment with occasional travel to onsite conferences (dependent on position).

• Paid Time Off (available after 90 days), which includes: Vacation Days, Sick Leave, Compensatory Time, One Wellness & Wellbeing Day, One Floating Holiday, and One Religious Observance Day each year.

• Jury Duty Pay.

• Paid Time Off for Voting.

• Paid federal holidays with early release the day before.

• Summer Fridays.

• All travel-related expenses covered for onsite events, including flights, hotel accommodations, and meals.