Meeting and Event Planning Manager

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

📋 Description

• Execute the strategic meetings management program at USF

• Create standard operating procedures for meetings at USF and provide training for Divisions, Corporate, and Support Office teams

• Establish and maintain vendor relationships, including sourcing, negotiating, and executing vendor agreements

• Review and document event-management vendor contracts to ensure compliance and standardization

• Collaborate with the Legal department on standard vendor contract language and Master Service Agreements

• Assess event cost estimates and budgets in conjunction with internal stakeholders

• Monitor spending, adherence to budgets, and return on investment; compile management reports

• Coordinate services with registration, destination management, catering, meeting-room, and audiovisual suppliers

• Create promotional and preparation materials for both internal and external events

• Oversee event staffing, scheduling, external vendors, and personnel

• Attend events as necessary, manage staff and vendors, and address issues and emergencies

• Organize event travel logistics in conjunction with the USF Travel department

• Lead the creation of meeting agendas, objectives, deliverables, organization, and logistics

• Coordinate venue requirements with presenters and meeting-content facilitators

• Formulate contingency plans to mitigate attendee risk and financial liability

• Act as a subject matter expert and resource for divisions and the Support Office

• Recruit, supervise, and mentor direct reports

• Oversee the Travel and Expense Assistant

⛳️ Requirements

• Bachelor's degree in Business Management, Hospitality, Hotel Management, or a related field with equivalent experience

• Certified Meeting Planner (CMP) or Strategic Meeting Management Certification (SMMC) is preferred

• 5-7 years of relevant professional experience

• Demonstrated expertise in organizing and managing all logistical elements of mid to large size meetings/events within a multibillion-dollar organization

• Familiarity with meeting-related sourcing and registration technology

• Exceptional planning, organizational, and project management abilities

• Capability to handle multiple projects simultaneously and prioritize tasks effectively

• Basic understanding of the hotel industry, including vendor evaluation and contract negotiation

• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook

• Strong analytical skills with the ability to work under pressure and tight deadlines

• Excellent verbal and written communication skills

• Ability to work autonomously and foster consensus among team members

• Willingness to travel overnight up to 50% of the time

• Capability to work 100% remotely from anywhere in the U.S., excluding Hawaii and United States Territories

🏝️ Benefits

• Potential eligibility for an annual incentive plan bonus

• Health insurance coverage

• Pre-tax spending accounts

• Retirement benefits

• Paid time off

• Short-term and long-term disability coverage

• Employee stock purchase program

• Life insurance benefits