Meeting Planner American Society of Gene & Cell Therapy Waukesha, WI Job Details Full-time $75,000 - $80,000 a year 17 hours ago Benefits Health insurance Dental insurance Flexible spending account Tuition reimbursement Paid time off Parental leave Employee assistance program Vision insurance 401(k) matching Professional development assistance Flexible schedule Life insurance Referral program Retirement plan Qualifications Vendor relationship building Managing physical security teams Teamwork Security team coordination Event catering coordination Team leadership Live event AV production projects Hotel event planning Schedule management Bachelor's degree Attention to detail Vendor relationship management Contracts Negotiating purchasing contracts Vendor contract management Project management software Event contract management Managing projects Supplier relationship management (SRM) Strategic sourcing Critical thinking Logistics planning Full Job Description ASGCT is seeking an experienced and detail-oriented meeting planner to join the Meetings & Events Department. This role leads the planning, design, and execution of ASGCT's Annual Meeting while supporting non-Annual Meeting programs, applying industry best practices, demonstrating strong project management skills, and calm, confident leadership. The position is responsible for designing effective, innovative attendee experiences; managing venue and vendor partnerships; coordinating audiovisual and catering needs; creating diagrams; overseeing security; and negotiating contracts. A successful candidate will have extensive technical industry knowledge, exceptional project and budget management skills, and the ability to perform effectively in fast-paced, high-pressure environments. Primary Responsibilities Serve as the logistical lead on critical aspects of ASGCT's Annual Meeting throughout the planning process, on-site execution, and post-event wrap-up. Work with the Education team to ensure adequate meeting and event space is assigned, and all other logistical components align with ASGCT's scientific and educational programming objectives. Act as the primary liaison with the Annual Meeting venue, ensuring compliance with venue requirements, managing event specifications and room diagrams, coordinating cross-team site visits, and maintaining strong partnerships with venue staff to support seamless event planning and execution. Manage Annual Meeting audiovisual, electrical, and internet needs, including equipment orders, collaborative diagram development, vendor management, and budget tracking. Work with the Communications and Marketing teams to ensure proper information is included in event marketing, website, and communication plans. Cultivate strong professional vendor relationships across venues, hotels, audiovisual providers, security firms, and other vendor partners. Collaborate with the Director of Meetings + Events on security planning for the Annual Meeting by sourcing and coordinating security vendors, collaborating with venue security teams, working with the Director of Events to develop crisis response procedures, and developing plans to ensure a meeting environment and the safety of all attendees. Support the sourcing and contracting process for assigned Annual Meeting vendors and/or venues, conducting research, evaluating proposals, negotiating terms, and providing final recommendations to the Director of Events. Lead the logistical planning of non-Annual Meeting programs as assigned by leading the planning process of, and/or traveling to execute events as needed. Work with the Director of Events on sourcing projects by drafting RFPs, collaborating on proposal reviews, conducting site visits, and assisting with the contracting process. Create and actively track project plans, ensuring critical-path deadlines are met to maintain smooth, timely execution of all assigned event components. Track and monitor meeting expenses to ensure all areas remain 100% within approved budgets. Support the creation, updating, and adherence to internal SOPs and industry best practices. Other duties as assigned. Required Skills and Experience Strong technical expertise in audiovisual, internet, electrical, catering, security, transportation, and other key meeting logistics. Skilled in vendor sourcing, negotiating, and contracting while maintaining positive and professional relationships. Strong critical thinking and problem-solving skills, with the ability to remain calm, think clearly, and make sound decisions during crises or in the midst of rapidly shifting priorities. Strong project management skills, including experience with project management tools, managing multiple concurrent projects, and meeting competing deadlines. Exceptional attention to detail and commitment to delivering high-quality, well-executed events. Strong leadership skills and the ability to manage on-site staff and vendor teams. 5+ years of experience in large-scale association event logistics, including convention center operations, multi-hotel room blocks, vendor management, and citywide conference planning. Experience with non-profits, associations, or academic institutions strongly preferred. Bachelor's degree in appropriate field. CMP certification preferred. Ability to travel up to six (6) weeks per year.

Pay:

$75,000.00 - $80,000.00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Parental leave Professional development assistance Referral program Retirement plan Tuition reimbursement Vision insurance

Work Location:

Hybrid remote in Waukesha, WI 53186