Corporate Meeting Planner

Corporate Meeting Planner Job Description:

As a Corporate Meeting Planner for Digital Motion Event Services, you play a pivotal role in planning, coordinating, and executing exceptional virtual, hybrid, and onsite events across various industries. Your focus will be on planning and executing seamless, engaging events while ensuring client goals, timelines, and budgets are met. Your dedication to client satisfaction and attention to detail will drive the success of our events.

Primary Responsibilities:

• Event Logistics & Planning:
  • Assist in the logistical planning details, development, and implementation of virtual, hybrid, and onsite events.
  • Collaborate with clients, planning peers, and internal teams to ensure all milestones are communicated and achieved.
  • Keep client projects on track, on budget, and aligned with their vision and objectives.
  • Maintain project management timelines using project plans.
• Client Consultation & Communication:
  • Consult with clients to determine event objectives and requirements, offering expert advice and guidance throughout the planning process.
  • Communicate effectively with clients and stakeholders, including C-suite executives, sponsors, and attendees.
• Research, Budgeting & Reporting:
  • Research third-party vendors, source event elements and maintain detailed task lists and budget templates.
  • Track and report client hours to ensure accountability and transparency.
• Collaboration & Documentation:
  • Partner with planning peers to develop clear and concise attendee, exhibitor, and speaker communications.
  • Manage supporting documentation to facilitate smooth planning and execution.
• Vendor Coordination:
  • Coordinate with vendor partners, including hotels, transportation providers, signage vendors, and more, ensuring seamless execution.
• Event Execution & Experience:
  • Ensure all aspects of the event are executed flawlessly, providing a positive and memorable experience for clients, attendees, exhibitors, and speakers.
  • Oversee the event from initial planning through production and post-event closeout.

Key Qualities Needed:

• Event Planning Expertise:
  • Understanding of event and corporate meeting flow and logistics, with the ability to manage different phases of event planning and execution.
  • General knowledge of virtual and hybrid meeting technologies and how they integrate into overall event production.
• Strong Communication Skills:
  • Excellent verbal and written communication skills, with the ability to interact effectively with diverse audiences, including executives, attendees, and vendors.
• Client-Centric Approach:
  • Demonstrates a commitment to serving clients with professionalism, grace, and confidence.
• Organization & Deadline Management:
  • Ability to manage multiple priorities, meet deadlines, and maintain forward momentum on projects.
  • Display a high attention to detail, verifying all details before sending out data, information and communications both internally and externally.
  • Displays critical thinking skills.
• Problem-Solving & Flexibility:
  • Thrives under pressure, demonstrating exceptional problem-solving skills and adaptability in a collaborative environment.
• Education & Experience:
  • College degree required, with 1-3 years of corporate meeting experience.

Your role as a Corporate Meeting Planner is essential in ensuring Digital Motion Event Services delivers exceptional events that exceed client expectations, fostering positive and lasting impressions.

POSITION DETAILS

• Employment Type: Full-time, salaried position (project-based hourly tracking required).
• Work Schedule: 40 hours per week, primarily aligned with Digital Motion's business hours (9:00 AM – 5:00 PM). Work hours may adjust based on event schedules and workload fluctuations.
• Travel Requirements: Must be available to travel and provide on-site support for events as needed.
• Time Off Policy: Flexible vacation policy in line with industry standards; advance notice is required.
• Company Policies: Compliance with the Employee Handbook is required.

Benefits: Insurance options available upon request