Senior Meeting Planner Jobs at AFL-CIO

Sample Senior Meeting Planner Job Description

Senior Meeting Planner

The Meetings and Travel Department is an Administrative department within the AFL-CIO. This department provides meeting planning and travel services and support for over 50+ conferences, meetings and events annually to internal and external customers.

The position serves as the department Coordinator by handling aspects of drafting budgets and RFPs, onsite meeting coordination, travel and registration management and/or support and post-event reconciliation for 50+ meetings a year.

Position Duties and Responsibilities:

• Handles travel, registration management and logistical aspects for assigned meetings, conferences, and events to include: site selection, on-site management, and post-meeting wrap-up (i.e., bill review, debrief, etc.);
• Assist with drafting preliminary budgets for all meetings, analyze for cost-effective comparison and make recommendations accordingly;
• Effectively communicate with internal and external customers to determine all meeting specifications to draft RFPs and ensuring that RFPs are within fiscal year considerations are met;
• Distribute RFPs, review incoming proposals and prepare executive summary for director's review;
• Obtain, analyze, edit and make recommendations for contracts from hotels and other vendors for director's review;
• Develops a schedule of deadlines and coordinates actions to meet deadlines with internal and external customers;
• Coordinate meeting logistics with hotel and vendor contacts, including but not limited to F&B, meeting room sets, A/V and IT needs, shipping arrangements and miscellaneous preparations;
• Make menu selections and ensure special dietary needs, variety and fiscal considerations are met
• Effectively communicate with customers to ensure final specs are properly coordinated and within budget prior to signing of BEOs;
• Review and finalize BEOs prior to signature (some BEOs might require Director or Deputy Director's approval) ;
• Assist internal and external customers with development of meeting agendas to ensure the program is within contract boundaries;
• Serve as a liaison for event coordination with both AFL-CIO staff and elected leaders and staff from affiliates, external organizations and outside vendors;
• Assist with executing on-site meeting details at executive council meetings, conventions and other external AFL-CIO meetings as assigned;
• Draft 'to scale' detailed floor plan schematics for meeting space using proprietary software (i.e., Microsoft Visio);
• Create online registration websites and maintain all aspects of the registration system (reports, payments, refunds, updates, etc.);
• Serve as an onsite registration manager for assigned meeting, conferences and conventions. Train staff and volunteers on registration system and assist with setting registration policies when necessary.
• Coordinate and draft attendee messages via registration system (for up to 1,000 people)
• Coordinate with Digital Strategies and Programming Departments to ensure content between organizational and registration websites mirror one another;
• Act as liaison between AFL-CIO and selected venues for external AFL-CIO meetings, conferences and conventions;
• Independently review and reconcile meeting invoices and other bills to verify accuracy for payment;
• Coordinate staff travel through Travel Management Provider; or assist staff with travel through Travel Management Provider (currently Egencia);
• Assist with group housing blocks and transient rooms as necessary;
• Collects, reviews, and analyzes historical meeting data in order to predict future trends.
• Manage all aspects of the departments event calendar to track meetings from RFP development through event conclusion;
• Suggests new processes or procedures for working more efficiently and effectively, particularly through the use of innovative technologies;
• Coordinate ground transportation needs;
• Coordinate private dining agreements and menu selections;
• Coordinate department leave and attendance records;
• Maintain Calendar of Events and distribute monthly to affiliates;
• Administrative duties as required or assigned.

Required Experience and Qualifications:

• Minimum 3 years of cumulative experience with all aspects of meeting planning and event coordination for events of 50 people or more;
• Minimum 2 year experience with food and beverage menus, meeting room set-ups, audio-visual items;
• Minimum 1 year experience drafting budgets for cost-analysis purposes;
• Demonstrated experience to understand, interpret, support and apply organizational and department policies and procedures;
• Demonstrated ability to exercise good political, fiscal judgment and discretion;
• Demonstrated ability to handle highly confidential information;
• Demonstrated ability to exercise high attention to detail;
• Demonstrated ability to work with executive staff and elected leaders from affiliates and other external organizations;
• Demonstrated ability to prioritize and manage multiple tasks and supporting multiple managers while meeting competing deadlines;
• Demonstrated ability working as a team player:
• Excellent communication, verbal, written and analytical skills;
• Positive and proactive attitude with excellent organizational and interpersonal skills;
• Highly motivated and a demonstrated self-starter;
• Excellent collaboration, problem solving and customer service skills;
• Highly proficient in all Microsoft Office applications, particularly Excel, demonstrated exposure with a travel management company and Internet research;
• Familiarity with a CAD program, such as MS Visio, to create detailed schematics;
Preferred Experience/Qualifications
• Familiarity with all aspects of meeting planning (drafting RFPs, contract negotiation, compiling event specs and post event reconciliation)
• Advanced skill in a CAD program, such as MS Visio, to create detailed schematics;
• Strong ability to adapt to and integrate new technology trends;
• Strong aptitude providing broad support and meticulous attention to details;
• Strong vendor management skills;
• Familiarity with Egencia travel management.

Work Environment:

• Normal demands associated with an office environment.
• Fast-paced environment; work on multiple tasks simultaneously.
• Ability to communicate and collaborate on teams.
• Daily contact with external customers, vendors, colleagues, associates, supervisors, and managers at all levels of the organization.
• Deadline driven environment requiring initiative and project management skills.

Required Tests include:
Clerical, Typing (50 wpm), Proofreading, Spreadsheet, Database, Intermediate Excel, Hospitality Industry Glossary Test and Menu Proposal/Cost Analysis
Hours will be 9:00 a.m. – 5:00 p.m.

**Competitive Salary and Benefit Package**
Equal Opportunity Employer

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