Meeting Planner

5 months ago

Mississauga, Canada Affiliated Distributors (AD) Full time

Description:
**Position Summary**:
The Meeting Planner will be responsible for supporting divisional leadership and business unit operations teams and coordinating with corporate departments and third parties to ensure excellent operational execution of internal and external AD meetings and events in accordance with AD’s meeting standards. AD meetings include a range of staff activities, board/committee style meetings, training, member and supplier visits and large-scale member and supplier facing events for up to 500+ attendees.

**Primary Responsibilities**:

- Responsible for the successful coordination and meeting planning of various onsite company meetings with customers, prospects and associates as well as offsite company meetings and summits that are cross divisional and departmental. Serves as a key representative of the meetings department to our divisional stakeholders.
- Lead the end-to-end development and design of the meeting or event throughout all phases, accounting for the objectives, outcomes, and attendee experience. Designs events to maximize space, enhance attendee flow and creatively incorporate AD brand, values and messaging.
- Applies strong project management practices, developing project plans, proactively communicating due dates/key milestones and hosting recurring meetings to drive all efforts toward a successful experience as outlined by meeting owner.
- Liaison with the divisional/business unit staff, for assigned meetings and events, communicating, and providing status updates in a timely manner.
- Manage all 3rd party partners throughout development to ensure the seamless execution of the event including but not limited to ongoing communication, sourcing and reviewing contracts for accuracy, coordinating hotel and transportation logistics, preparing the event app and enhancing the attendee experience.
- Ensures AD standards are implanted throughout all touchpoints related to both meetings, event, and brand experience. Examples include meeting materials, meeting room set-up, F&B, A/V needs, exhibit hall plans, printed materials, and event app content.
- Execute and attend all assigned company meetings and summits, delivering on the AD standard of excellence for meetings and the meeting experience desired by the meeting owner.
- Maintains meeting budgets, provide analysis and recommendations for improved efficiencies and cost savings to meet or exceed budget targets.
- Track and report on meeting sponsorship goals, communicating discrepancies when appropriate.
- Coordination of event awards show including ordering awards and onsite production.
- Manage internal tracking and planning system on registration data.
- Build, test and manage Cvent registration sites.
- Build post-meeting surveys, compiling and reporting out on results, including improvement opportunities.
- Coordinate internal meetings and debriefs with stakeholders to identify, discuss, and incorporate success and learnings into future meetings and events.
- Ensure smooth onsite experience for all AD associate attendees at the meeting.
- Communicating to staff expectations prior to arriving onsite
- Assist with training onsite support staff for registration desk responsibilities.
- Coordinate staff meeting onsite.

17. Performs other duties as required.

**Requirements**:
**Knowledge, Skills, and Abilities**:

- Strong attention to detail required.
- Excellent written and verbal communications
- Ability to manage projects effectively, gracefully, independently and under tight deadlines.
- Creative problem solving
- Excellent interpersonal skills and an enthusiastic, positive attitude
- Strong organizational skills
- Superior professionalism and judgment
- Goal and results oriented.
- Excellent “follow-up” skills
- Self-starter works with mínimal day-to-day supervision.
- Excellent customer service abilities
- Ability to develop and sustain strong positive relationships, internally and externally.
- Initiative - can take ownership of a project or assignment and see it through to completion without being guided with step-by-step directions.

**Qualifications**:

- 2-3 years of relevant meeting planning experience required
- Proficiency in meeting registration Cvent software required
- Associate or bachelor’s degree is preferred, but not required
- Intermediate proficiency in Microsoft® Outlook, Excel, Word, and PowerPoint
- Experience using contact management tool (Constant Contact, MailerKing, etc.)
- Proficient in managing budgets and tracking expenses
- Certified Meeting Planner (CMP) designation preferred but not required

**Additional Comments**:

- Position will be based in Mississauga, Ontario where we are in the office, Monday -Friday.
- Travel: Annually up to 30% with some occasional event/meeting specific weekend
- Business hours are 8:00 a.m. to 5:00 p.m.

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