Job Description

Job Description

Job Description

Job Title: Assistant Meeting Planner

Job Description

The Assistant Meeting Planner will manage all aspects of meeting and event planning processes, including sourcing, contracting, planning, on-site execution, registration, food and beverage arrangements, transportation, budgeting, and more. The role supports managers in organizing events ranging from small meetings to large conventions, ensuring every detail aligns with the program's vision and goals.

Responsibilities

• Oversee the sourcing process, review results, and verify space availability.
• Assist with contract reviews and report on contract requirements.
• Ensure food and beverage needs are met in collaboration with catering companies.
• Coordinate signage as needed for events.
• Assist with registration and housing logistics, including hotel rooming lists and accommodations.
• Create and run reports as necessary.
• Support production and general sessions, and organize breakout meetings.
• Communicate event needs to venues and production companies.
• Provide support in creating Excel documents and other meeting-related materials.
• Assist in ordering, packing, and shipping items to meetings and events.
• Make travel arrangements for site inspections.
• Deliver results on schedule and within budget.
• Identify, secure, and manage additional support and needs for programs.
• Manage vendors to execute program vision and messaging.
• Work with procurement on vendor selection and contracting.
• Provide timely communication and progress reports to the program manager and team.
• Plan hospitality areas for programs as needed.
• Travel as needed for programs outside of St. Louis.

Essential Skills

• 3+ years of experience in meeting and event planning.
• Proficient in MS Office, particularly Excel, Outlook, Word, and PowerPoint.
• Strong written and verbal communication skills.
• Ability to collaborate with all levels of the company.
• Strong attention to detail.
• Delegation, organizational, and time management skills.
• Ability to manage multiple projects simultaneously, set priorities, identify and address problems, meet deadlines, and stay within budget.

Additional Skills & Qualifications

• Creative problem solver and analytical thinker.
• Experience with developing scopes of work and compiling rationale for venue/vendor selection.
• Responsive to customer needs with a positive customer service attitude.
• Professional presence when interacting with customers and co-workers.
• Motivated, self-starter who needs minimal direction and can work well in a team.
• High work ethic with a 'whatever it takes' mentality.

Work Environment

This role is primarily office-based during regular business hours, with approximately 30% travel required, sometimes involving heavy travel during peak times and over weekends.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Saint Louis,MO.

Application Deadline

This position is anticipated to close on Sep 9, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

Job Tags

Contract work, Temporary work, Weekend work,

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