Job Description

Job DescriptionJob Description

SENIOR MEETING & EVENT PLANNER 

 
THE POSITION:  
A Senior Planner leads the development, planning, and execution of high-profile and strategically important client events including conferences, special events, meetings, incentive trips, and evening activity programs from contracting through final invoicing and post-program reconciliation, debriefs, and analytics.

• Create incredible planning experiences for our Clients; 

• Make their audiences feel it in their seats by delivering innovative, impactful events;

• Lean in with a high-performance team by sharing your experience and moxie with teammates; and 

• Continually improve internal systems and processes and ideating new ones. 

 
YOUR DAILY GRIND: 
Client-Facing Responsibilities: 

• Maintain and grow productive, professional, and profitable relationships with Clients. 

• Serve as the central point of communication for all external stakeholders during the planning process. 

• Develop event timelines, schedules, and checklists to ensure seamless execution. 

• Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations. 

• Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution. 

• Maintain presence and availability for Clients throughout program operations. 

• Obtain Client signoff for changes, additions, and cancellations, including updating and managing change/growth of project scope. 

• Oversee all financial aspects of projects, including budget development and management; billing, payment processing and post meeting reconciliation; and final reporting and analysis.

• Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule. 

• Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans. 

• Advise on and attend site inspections as required. 

 
Internal Accountabilities: 

• Lead strategic planning process and teams that develop mutual performance objectives and financial targets for Clients and the Agency. 

• Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives. 

• Manage time in a billable hour environment and be accountable for non-billable hours. 

• Update/contribute to tracking Client’s upcoming program opportunities and critical milestones. 

• Quarterback project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives. 

• Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace. 

• Secure all supplier partners/ partners through a strict vetting process and pricing negotiation. 

• Conduct post-event evaluations to assess success and areas for improvement. 

 
BRING YOUR BEST! WHAT THIS ROLE NEEDS: 

• BA/BS in Event Management, Hospitality, Business, or related field and/or equivalent experience 

• CMP, DMCP, CMM, CSEP, DES, CED, CIS, CITP, PMP, or other professional designation (If none, within 18 months, a certification timeline will be developed pursuant to the professional development budget.) 

• Proven track record of planning and executing large-scale meetings and events. 

• Familiarity with industry best practices in meeting and event planning and its subspecialties. 

• Proficiency in Microsoft 365 and industry registration platforms like Cvent. 

• Minimum of 8 years of experience in meeting and/or event planning; preferably experience with a third-party agency. 

• Ability to travel up to 30% as required for event execution. 

• Ability to lift or move up to 50lbs.

• Ability to bend, reach, walk and stand for extended lengths of time.

YOUR SUPERPOWERS: 

• Impeccable character: You exude Accountability, Authenticity, and Awesomeness 

• A consistent, unbeatable team-first mindset

• Able to navigate and flourish in a VUCA environment 

• Strong collaborative skills and relationship-builder 

• Excellent written and verbal communication and presentation style 

• Strong organizational skills with the ability to manage multiple projects simultaneously

• Curious and analytical, with a love for data 

• Proven success in creating and managing budgets and maximizing profitability 

 
THE DETAILS 

Job Type: Full-time – Exempt 

Salary Structure: Base Salary + Performance Incentives + Bonus Plan 

Benefits: Heath, Vision, Dental, , & Life Insurance, Retirement Plan, Personalized Professional Development Budget, Use of Agency memberships where appropriate

Career Level: Senior 

Reports to: Director of Meetings & Incentives 

Location:  Chicago—this is a hybrid role with 3-5 days in-office, 0-2 days work from home 

Disclaimer: This job description is designed to indicate the general nature and level of work performed by associates within this classification.  It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job. 

 

We carefully consider a wide range of compensation factors, including your professional background and experience. The salary range for candidates in applicable jurisdictions in the U.S. for the position of Senior Meeting & Event Planner is between $75,000 - $105,000. The actual pay depends on your skills, qualifications, and experience. 

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