Meeting and Events Planner
Company: MaineHealth
Location: Portland
Posted on: April 19, 2024
|
|
Job Description:
Summary
Position Summary
The Meeting and Events Planner is a highly visible role which
demands extensive customer service skills, a high level of
professionalism and willingness to handle all planning and
administrative details of meetings and events. The ideal candidate
must thrive in a challenging and fast-paced atmosphere where
prioritizing and multi-tasking are the norm. Exceptional attention
to detail and first-class organizational skills are mandatory. This
dynamic position will report to the Events Manager in MaineHealth
Brand Operations: Events, and work in a team environment to produce
and execute in-person, virtual and hybrid events, meetings and
additional projects as required.
Administration
Data entry - analysis, daily administrative functions.
Create invoices and receipts as requested; track expenses for event
budget reconciliation.
Create and analyze electronic survey evaluations and prepare
post-event reports.
Contact database management.
Website Management
Design/build unique event-specific websites complete with multiple
registration paths and electronic invitations, reminders, and
confirmations.
Meeting Planning
Oversee and facilitate all aspects of meeting planning from site
selection, vendor negotiation, event registration, marketing,
onsite/offsite staffing and post-event reporting.
Work on multiple system-wide educational meetings, large-scale
conferences and event evaluations for a variety of internal clients
simultaneously.
Participate in client planning meetings and provide consultation on
the meeting/event marketing, site design/content, logistics, venue,
and appropriate vendor services.
Work with the client team on how to best design the agenda for
optimal flow and efficiency based on historical and best practice
data.
Event Management
Manage presenter/sponsor/exhibitor timelines, communications and
all necessary documents, i.e., letters of agreement, CVs, bios,
faculty disclosures, payments, IRS forms.
Prepare RFPs, meeting/event financial proposals and letters of
agreement.
Coordinate travel and lodging options for participants traveling to
meetings/events.
Create and manage budgets and collection of registration,
sponsorship income and exhibit fees.
Work directly with registrants on problems and inquiries.
Develop and maintain solid relationships with
clients/vendors/exhibitors/sponsors.
Oversee meeting preparation, supplies ordering and packing/shipping
of event materials.
Manage the meeting/event logistics, i.e., registration staff, flow,
vendors, venue, participant concerns.
Communications
Manage event marketing communications via email, web, and internal
e-newsletters.
Coordinate creation of event publications and syllabus
materials.
Create/design event materials and signage.
General Expectations
In the performance of their respective tasks and duties, all
employees are expected to conform to the following:
Perform quality work within deadlines with or without direct
supervision.
Interact professionally with coworkers, customers, patients and
suppliers.
Work effectively as a team contributor on all assignments.
Strong time management skills and ability to manage concurrent
tasks efficiently.
Superior attention to detail; first class organizational
skills.
Demonstrated problem-solving skills.
High energy, positive, professional attitude, pride in work
product.
Excellent written and verbal communication skills.
Up to date on current trends in the meetings industry.
Competent in Cvent event and survey management software
preferred.
Basic web design experience.
Strong computer skills to include Microsoft Office.
Required Minimum Knowledge, Skills, and Abilities (KSAs)
Education: Bachelor's Degree or 5 years of equivalent work-related
experience.
License/Certifications: Certified Meeting Planner (CMP) and
Certified Meeting Planner-Health Care (CMP-HC) credentialing
preferred.
Experience: 2 to 3 years' professional meeting/conference planning
experience producing in-person, virtual and/or hybrid events
(nonprofit or health care experience preferred). Proficient with
Zoom and Microsoft Teams virtual platforms. Experienced at building
partnerships with clients and vendors.
Innovative and resourceful; actively seeks opportunities to improve
meetings, events, and online modules.
Exceptional client service skills and enjoys working with the
public.
Strong time management skills and ability to manage concurrent
tasks efficiently.
Superior attention to detail; first-class organizational
skills.
Demonstrated problem solving skills.
High energy, positive, professional attitude, pride in work
product.
Excellent written and verbal communication skills.
Up to date on current trends in the meetings industry.
Competent in Cvent event and survey management software
preferred.
Basic web design experience.
Strong computer skills to include Microsoft Office.
Additional Information
With a career at any of the MaineHealth locations across Maine and
New Hampshire, you'll be working with health care professionals
that truly value the people around them - both within the walls of
the organization and the communities that surround it.
We offer benefits that support an individual's needs for today and
flexibility to plan for tomorrow - programs such as paid parental
leave, a flexible work policy, student loan assistance, training
and education, along with well-being resources for you and your
family.
MaineHealth remains focused on investing in our care team and
developing an inclusive environment where you can thrive and feel
supported to realize your full potential. If you're looking to
build a career in a place where people help one another deliver
best-in-class care, apply today.
Additional Information MaineHealth is a health system whose members
and affiliates include hospitals, physician practices, long-term
care facilities, home care agencies, and support services. Learn
more about this system at www.mainehealth.org
Keywords: MaineHealth, Portland , Meeting and Events Planner, Other , Portland, Maine
Click
here to apply!
|