Meeting & Event Planner Jobs

Job Summary

Working as a Meeting and Event Planner, you are responsible for Guest Services for a Conference Center. You will be responsible for ensuring guest’s needs are met with high level of customer services. Additionally, you will be responsible for the following:

Key Responsibilities:

• Enter meeting specifics into the central database/filing system
• Manage Outside Vendor program - Coordinate with Outside Vendor program to set up vendors for the site. Schedule logistics for tables (set up/break down), log vendors into Saver. Meet and greet vendors
• Maintain confidentiality related to the people and contents of the event
• Schedule and run bi-weekly planning meetings
• Maintain and keep meeting schedule data base current
• Plan and execute events/meetings with Pfizer colleagues
• Review all meeting invoices/accounts payable and forward for appropriate signatures and payment ensuring timely processing
• Work with partner planners, and Reserve Team booking and reserving meeting space and equipment as necessary
• Develop plans for meeting set up and meeting room design
• Set up folders for the following year for all meetings scheduled
• Assist the Conference Planners, Meeting Coordinators and Logistics Coordinator with day-to-day activities and responsibilities as needed. Oversee the day-to-day operation.
• Assist with liaison and meetings with Site Affairs team to manage Site Wide Events
• Create and manage conference and event budgets
• Coordinate all information for on-site events and be the main liaison between the client and all service vendors to plan, set up, execute and ensure total meeting success
• Assist meeting coordinators in booking and brokering rooms on the conference and event space management system
• Assign meetings/events from meeting request forms that come in if needed
• Develop and populate reports as requested
• Follow all client budgets for events
• Set up and maintain yearly spread sheet of cost savings and any other metrics tracking required. Monitor sheet monthly to make sure formulas stay correct for accurate totals

Preferred Qualifications:

• Exceptional customer service abilitiesRequires the ability to interact with all clients in a professional and friendly manner despite periods of stress
• Bachelor’s degree preferred but not necessary if candidate has related conference services experience
• Have a least two years hotel or conference center experience
• Excellent overall computer skills with advanced knowledge of Excel and PowerPoint
• Attention to detail - seek clear understanding and drive all issues to successful resolution
• Time Management - use your time effectively and productively
• Interpersonal skills - demonstrate cultural awareness. Create memorable experiences. Demonstrate care for others.
• Multi-tasking ability - balance multiple inputs and needs to reach the needed objective
• Conformity to the highest standards of personal integrity and ethical behavior
• Communication - understand verbal and non-verbal cues, be an active listener. Show genuine respect and empathy
• Flexibility - be enthusiastic, adaptable, and resilient
• Proactive mindset to anticipate and support changes in our business
• Problem solving - accurately and objectively define issues. Take initiative to resolve.
• Teamwork - one team mentality, demonstrate respect, share the workload, and trust your colleagues