Meeting Planner Mindlance - 3.5 Austin, TX Job Details Full-time | Contract $30 - $32 an hour 1 day ago Benefits Travel reimbursement Health insurance Dental insurance 401(k) Vision insurance Opportunities for advancement Referral program Qualifications Hospitality Catering experience Bachelor's degree Attention to detail

Negotiation Full Job Description About Mindlance:

Founded in 1999 , Mindlance has been ranked as one of the fastest growing US Staffing firms by SIA for 9 consecutive years. We provide Technology, Engineering, Digital / Creative / Marketing, Clinical Research, Scientific, Finance, Professional and Payroll Management staffing services to Global 1000 companies across the US, Canada and India. Mindful of the opportunity gap, we provide balanced solutions for employers and job seekers. We empower job seekers with opportunities to advance their careers and enhance their skills while elevating recruitment standards and fostering a more mindful, balanced workplace.

Job Title:

Meetings & Conference Room Planner Location:

Onsite, Austin, TX Hybrid, in office

Tues-Thurs Duration:

4 months

Pay Range:

$30.00 - $32.00 /hr on w2 What is the schedule for this job? 9:00 AM - 5:00

PM Overview:

The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.

Key Responsibilities:

Collaborate with internal clients to understand meeting objectives, requirements, and logistics. Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required). Coordinate with vendors and suppliers to ensure quality service delivery. Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement. Develop detailed event timelines, checklists, and communication plans. Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements. Lead onsite event execution, troubleshooting issues as they arise. Track budgets, expenses, and enforce compliance with company policies. Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement. Work closely with others to ensure coverage and support. Serve as primary point of contact for internal customers throughout the planning process. Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders. Work onsite in Austin 5 days a week. Other meetings and meeting related projects as assigned. Assist in planning large national meetings and travel to support onsite logistics.

Qualifications:

Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field. 5+ years of experience of meeting planning experience Proven experience in conference or meeting planning for internal customers. Excellent organizational, communication, and multitasking skills. Ability to work under pressure and adapt to changing circumstances. Strong problem-solving skills and attention to detail. Flexibility to work evenings and weekends as needed during peak event seasons. Other items Up to 20% Travel CMP preferred

Pre-Screening Question:

5+ years of experience of meeting planning experience Strong understanding of Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.

Benefits:

401(k) Dental insurance Health insurance Referral program Travel reimbursement Vision insurance Bonus Meals If you're excited about joining Mindlance as a [ Manufacturing Quality Manager ], we'd love to hear from you.

EEO:

"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."

Pay:

$30.00 - $32.00 per hour

Benefits:

401(k) Dental insurance Health insurance Referral program Vision insurance

Work Location:

Hybrid remote in Austin, TX 78727