Meeting & Event Planner Job at Affiliated Independent Distributors, Inc. in

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:

1. Responsible for the successful design, development and implementation of large-scale cross divisional meetings, events, and summits. Serves as a key representative of the meetings and events department to our divisional stakeholders.
2. 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.
3. 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.
4. Liaison with the divisional/business unit staff for assigned meetings and events, communicating, and providing status updates promptly.
5. 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.
6. Responsible for all aspects of program management including venue selections, site inspections, contract negotiations, hotel management, food & beverage, audio/visual needs, invitation materials, meeting agenda, promotional items, and attendee reimbursements. 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.?
7. 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.
8. Maintains meeting budgets, provides analysis and recommendations for improved efficiencies and cost savings to meet or exceed budget targets.
9. Track and report on meeting sponsorship goals, communicating discrepancies when appropriate.
10. Assists with creation and distribution of meeting communications such as registration launch emails, hotel reminders, booth selections and save the dates, with support from divisional marketing.
11. Build, test and manage Cvent registration sites. Creates registration reports and provides weekly and onsite updates to the division teams.
12. Build post-meeting surveys, compiling and reporting on results, including improvement opportunities.
13. Coordinate internal meetings and debriefs with stakeholders to identify, discuss, and incorporate success and learnings into future meetings and events.
14. 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 meetings onsite.

17. Performs other duties as required.

Requirements

Knowledge, Skills, and Abilities:

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

Qualifications:

• 3-5 years of relevant meeting planning experience strictly required
• Proficiency in meeting registration Cvent software strongly preferred
• Experience negotiating and reviewing contracts preferred
• 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 Wayne, PA where we have a hybrid work schedule with 3 days in the office (Tuesdays-Thursdays, then Mondays and Fridays are remote)
• Travel: Annually up to 30% with some occasional event/meeting specific weekend
• Business hours are 8:00 a.m. to 5:00 p.m.