Description

Position Summary

The meeting and event specialist serves as a liaison between the Facilities and Operations team and
other Foundation units. This position is responsible for comprehensive planning and implementation of
internal and external meetings held in person, virtually or hybrid, with minimal supervision. These
meetings will have a varying degree of complexity and the specialist will need to be comfortable planning
at all levels. The planner will provide on-site logistical support for events as needed. Travel will be
required. This position reports to the manager of meeting and event planning.

Responsibilities
Incorporate diversity, equity and inclusion (DEI) strategies in all aspects of meeting planning to create
a physically and psychologically safe meeting environment for all attendees to engage fully and work
with vendors and venues that demonstrate an active commitment to DEI

• Coordinate with units, management and team members to determine meeting and event needs;
  propose ideas to improve services and event quality; schedule, coordinate and lead event-planning
  meetings; attend site visits as required
• Communicate effectively with meeting and event hosts and staff; track, document and provide
  updates as needed; respond to inquiries or requests from participants, partners, hosts or staff;
  provide feedback and periodic reports to stakeholders; ease the burden on the meeting host by
  managing details and presenting them in a clear and concise manner
• Follow the Foundation’s contracting procedures and manage all contracted details, such as room
  blocks, catering, room set up, audiovisual needs, entertainment, transportation, etc.
• Collaborate with colleagues to determine technical requirements for each meeting or event, providing
  the host with an understanding of requirements, resources and best practices needed to create virtual
  and hybrid meetings and events
• Manage preparation, develop contingency plans, run technical rehearsals, create and execute day-of
  technical run of show and produce meetings on various platforms, including learning new platforms
  and tools to lead and train design team members, speakers and attendees on their use
• Learn to operate and troubleshoot all on-site meeting hardware to advise the meeting host on best
  use as well as on any limitations; operate equipment during meetings
• Develop and maintain meeting and event budget; complete billing or credit applications; process
  deposits and invoices and reconcile final expenses; provide periodic budget projections to the host
• Using our event marketing and management software, manage invitations and invitation lists; create,
  test and send participant registration and meeting and event materials; monitor responses and assist
  participants with registrations; provide reporting to the meeting host
• For meetings in our facilities, communicate all meeting details to the hospitality team, including
  diagrams, catering orders and security needs; manage internal reservations in the Foundation’s
  online meeting reservation system; coordinate, arrange and test hardware needs with Business
  Technology; document all changes in the appropriate system
• Oversee meeting and event checklist and timeline to ensure that all requirements and deadlines are
  met, including meeting and event production and coordination, registration, communications, venue
  requirements, platform training and reporting
• Establish strong relationships with hotel or venue partners; provide timely updates to room lists,
  catering, etc.
• Coordinate travel needs with the Foundation’s travel agency
• Ensure compliance with insurance, legal, health and safety requirements
• Maintain and update all meeting and event documentation in shared Box files, following established
  procedures so another planner could step in and manage in the event of an emergency
• Provide on-site logistical support; proactively address potential issues and troubleshoot day-of
  emerging problems; communicate with host, speakers, guests or staff as required; coordinate staff
  and/or volunteers for on-site activities such as registration, vendor management, staff communication

The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to the position. Reasonable accommodations may be
made to enable individuals with disabilities to perform essential functions. 

Requirements

• Minimum requirement of a bachelor’s degree, with at least five years of experience in meeting and
  event planning or equivalent experience
• Experience with Zoom, Cisco Webex or other web conferencing services required, including
  knowledge of meeting production workflows, breakout rooms and participant management
•  Experience managing in-person, hybrid and virtual event production required
• Demonstrated proficiency in Microsoft Office required; experience with CVENT preferred
• Certified Meeting Planner designation (CMP) preferred