Meeting Planner

Meeting Planner Location:

Irving, TX Reports to:

Senior Manager, Events & Expositions Job Summary:

The Meeting Planner is responsible for supporting the planning, organization, and execution of the association's annual PPAI Expo and 4-5 membership Events throughout the year. This position requires strong attention to detail, organizational abilities, and proactive problem-solving skills to ensure seamless event execution.

Travel Requirements:

This role requires travel to support key events, including:

January:

The PPAI Expo May:

North American Leadership Conference (NALC)

June:

Women's Leadership Conference (WLC)

September:

Responsibility Summit October:

Leadership Development Conference (LDC)

Site Visits:

Throughout, As Needed Key Responsibilities:

Event Logistics (25%) Manage meeting details, including food and beverage selections, audiovisual requirements, timelines, room diagrams, and onsite execution. Review BEOs, MEOs, and function orders with venues / vendors to ensure accuracy. The PPAI Expo Logistics (25%) Oversee meeting space assignment and allocation, ancillary space requests, and internal & external food and beverage orders. Coordinate billing, audiovisual needs, timelines, and room setups while working collaboratively to ensure seamless execution. Event Onsite Support (15%) Oversee setup and breakdown of events, ensuring all logistical components- such as AV, food and beverage, room sets, and venue logistics- are executed as planned. Expo Onsite Support (15%) Oversee onsite logistics, ensuring seamless execution across key meeting spaces, including but not limited to General Session, Breakout Rooms, Show Floor food and beverage activations, and internal functions. Maintain visibility throughout external meeting spaces, proactively addressing logistical challenges. Manage and guide 1-2 temporary meeting planners, ensuring all onsite coordination follows established plans. Budget and Invoicing (5%) Assist in budget development and expense tracking, ensuring all costs are property reconciled and aligned with financial objectives. Milestone & Timeline Management (5%) Maintain and track critical deadlines to ensure all key event milestones are met. Other Duties as Directed (5%) Participate in miscellaneous projects and assignments that support the Expositions & Events team.

Experience Requirements:

2+ years of experience in event management.

Knowledge, Skills and Abilities:

Exceptional Organizational & Time Management:

Ability to multitask, prioritize effectively, and meet tight deadlines. Attention to

Detail & Adaptability:

High attention to detail, problem-solving, and flexibility to handling onsite changes.

Effective Conflict Resolution & Problem Solving:

Skilled in negotiation skill and strategic thinking to tackle challenges and resolve conflict efficiently.

Microsoft Office Suite Proficiency:

Expertise in Outlook, Word, Teams, Excel, and PowerPoint.

Financial Management:

Ability to budget, track expenses, and ensure cost-effective event execution.

Professional Customer Service:

Maintain professionalism, communicate effectively in high-pressure situations

Specific Qualifications:

Independent and Proactive Work Style:

Able to manage tasks efficiently, complete projects, and identify opportunities for process improvements.

Clear & Effective Communication:

Comfortable working with both internal teams and external partners to ensure smooth coordination.

Team-Oriented & Composed Under Pressure:

Works well in a collaborative environment and remains steady in fast-paced situation.

Flexible & Adaptable Approach:

Maintains a positive attitude and adjusts effectively to changing needs. Association-Wide Responsibilities & Values (expectations of everyone): Provide honest and ongoing communication as needed to support success throughout the organization. Meet established deadlines for all projects, reports and communications for all audiences both internally and externally. Provide high-quality products, reports, communications and projects for all audiences internally and externally. Be fair, consistent, responsive and supportive of leaders, staff, board members, members and vendors. Help PPAI to continually seek improvement. Be prepared to personally manage changes taking place within PPAI and the industry. Be empowered, accountable and responsible for your career success, actions, influence and impact upon the organization as a whole. Foster cultural values, mission and overall organizational guidelines of PPAI.

Job Status:

FLSA Status (Exempt / Non-Exempt): Exempt Compensation (Hourly / Salary): Salary Job Status (Full-Time /Part-Time /Temp): Full-Time Daily Schedule (Start time Flexible / Not Flexible):

Flexible Work Location:

Position must work from HQ location with

Hybrid Remote Work Model Physical Activity:

Manual Labor & Heavy Lifting:

Involves lifting, carrying, and positioning event equipment and materials

Frequent Walking & Active Movement:

Extensive on-foot travel throughout event spaces to oversee setup and logistics

Dynamic Physical Tasks:

Requires pushing, pulling, bending, and stooping to assist with setup and adjustments.

Prolonged Standing & Sitting:

Alternates between stationary and active roles depending on event needs.

Endurance & Stamina:

Long work hours, extended workweeks, and high-energy demands, especially during peak event periods.

Work Environment:

Office environment Trade show floor or event venues Temperature-controlled environment

Travel:

Must be able to travel, work weekends, and long hours as event scheduling may require.

Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Flexible spending account Health insurance Health savings account Paid time off Vision insurance Application Question(s): How many years of HubSpot or Similar program experience do you currently have? Travel is required for this position, are you willing to travel? What pay range are you seeking? How many years of event management experience do you have? Are you local and willing to work onsite multiple days per week at PPAI HQ in Irving, TX on a hybrid remote work schedule? Are you authorized to work in the United States?

Work Location:

Hybrid remote in Irving, TX 75038