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Meeting and Events Planner

Company: MaineHealth
Location: Portland
Posted on: June 8, 2024

Job Description:

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

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