Meeting Planner Jobs

Description:

This role contributes to NFPA’s Mission, Vision, and Strategic initiatives by planning and executing meetings and events for the Association's annual conference and any other domestic or international event focused on external stakeholders.

PRIMARY DUTIES/RESPONSIBILITIES

• Interfaces with team members from Marketing/Sales, Product Development, Public Affairs and other departments, as necessary, to promote and produce conferences.
• Communicates with appropriate partners to ensure objectives are clearly established. Through all activities maintains a focus and priority on stakeholder engagement and goals.
• Develops project plans and timelines to support meetings and conferences.
• Maintains Meeting Evolution database and produces reports as necessary.
• Develops and manages meetings and conferences budgets and schedules. Prepares quarterly and annual budgetary reports, attends budget meetings. Identifies possible cost savings in applicable areas.
• Maintains excellent customer service and healthy relationships with all internal and external stakeholders.
• Oversees staff and special group housing blocks. Prepares reports to go to the housing bureau.
• Directs or oversees site selection for meeting and conference venues to meet required objectives.
• Oversees communications and agreements with conference speakers. Handles speaker management (250+) and call for proposal process for annual meeting
• Composes written communication to go to conference attendees and staff.
• Administers the mobile app for annual conference
• Prepares banquet event orders (BEOs) including catering needs, audiovisual requirements, room set-ups, Internet, shipping information, transportation, and any other needed services. Confirms details with venues to ensure plans are executed as requested.
• Manages onsite operations and oversees staff to ensure all plans are executed. Handles any issues or problems that arise in professional manner.
• Negotiates all required contracts with convention centers, hotels and other meeting suppliers to ensure meeting objectives are met.
• Ensures that projects are completed on schedule and within budget.
• Interacts professionally and respectfully in all modes of communication with all stakeholders. Ability to forge relationships with large cross sections of constituents.

Requirements:

• 3 to 5 years project management experience along with five or more years meeting planning experience.
• Certified Meeting Professional (CMP) designation desired.
• Education: Bachelor’s degree required. Master’s degree preferred.
• Ability to work effectively with staff, hotel representatives and other vendors.
• Excellent verbal, written communication and interpersonal skills.
• Ability to lead, plan and work in an organized manner is essential.
• Capable of working independently as well as in a team environment
• Experience managing citywide conferences.
• Experience may come from Meeting Planning or Hotel Sales/Catering/Convention Services or Convention Center Sales/Operations/Convention Services

Knowledge & Skills:

• Extensive knowledge of convention center operations and the players within
• Ability to work under pressure and in an environment with continually changing priorities
• Extensive knowledge of event and meeting planning process, hotel practices and related terminology including: contracts, room sets, banquet event orders, Audio visual/internet access.
• Demonstrated critical thinking skills in problem solving- must be flexible and solution oriented
• Excellent negotiation skills
• Organizational awareness including understanding and appreciating the larger NFPA organizational goals, roles and processes
• Proficiency in Microsoft Office Suite: Excel, Word, Outlook
• Strong listening, written and verbal communication skills
• Strong sense of accountability including taking responsibility for output, following through on commitments, acknowledging and learning from mistakes
• Must possess a sense of urgency and be able to apply it, as necessary
• Exceptional customer service skills
• Excellent project management, planning and organizing
• Strong attention to detail
• Ability to effectively navigate and resolve complex situations with diplomacy
• Ability to work independently but also as a team player
• Spreadsheet proficiency and intermediate knowledge of budgets