Meeting Planner II#26-27808

Austin, TX

Onsite Job Description

The Meeting Planner plans a high volume of meetings including manager meetings, National Sales meetings, customer-facing events, and other department meetings. This position will manage multiple priorities and collaborate with stakeholders, vendors, and internal resources for cross-functional planning and execution. In addition, experience negotiating with internal and external groups, proposing new and creative ideas, possess highly effective communication skills, is detailed oriented, and can build and maintain constructive and effective relationships. Responsibilities

Communication & Project Management

Schedule and run planning or debrief meetings with key participants including meeting agendas, leveraging resources, and producing meeting notes, budgets, timelines, etc.

Create event agenda with key stakeholders to optimize attendee flow, different learning styles, venue capacity, speaker skills, event goals and objectives, and post-meeting survey

Ability to navigate concurrent projects and priorities with involved stakeholders across a spectrum of titles

Manage vendor contacts, PO, and payments following the client policy

Create and manage meetings communication plan; email, save the dates, final details, meeting app, signs, branding, etc. Event Design & Logistics

Engage key stakeholders at the start of the content planning process to identify the content strategy and organizational goals mapped to overall event themes

As the program or project lead, you will be charged with understanding new and existing programs, meeting goals, culture, and attendee experience, and continuing to innovate and elevate those programs by applying event design to create a consistent attendee experience

Hands-on, daily management of session and speaker logistics including session details, speaker assignments, and profiles, session scheduling, PowerPoint submission, meeting materials deadlines, and tracking

Manage speaker communications including presentation deadlines, SharePoint file storage, rehearsal schedules, premeeting speaker preparation, meeting materials

Schedule and manage production meetings, pre-event, onsite, and debriefs

Collaborate with internal resources, on registration, attendee lists, food and beverage ordering, room sets, materials, décor, transportation, space planning, and A/V needs Skills

Interpersonal and communication skills

Organization skills, multitasking, time management, and attention to detail

Ability to handle pressure and adapt to changes

Maintain a customer-service mindset

Take initiative

Meet deadlines

Collaborative working relationships with stakeholders and internal resources Other items

20% Travel required

CMP preferred Qualifications

Bachelor's degree in business, communication, organizational leadership, or a related field of study

5+ years of experience

Excellent organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.

Analytical and forward thinker, results-oriented, self-starter with results-driven mindset

Strong communication and interpersonal skills, with the ability to effectively interact with clients, vendors, and colleagues.

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and event management software.

Ability to work independently as well as part of a team in a fast-paced environment.

Flexibility to work evenings and weekends as needed during peak event seasons.

EEO:

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