Meeting & Events Planner
Job ID
20361
Posted
11-06-2021
Service line
GWS Segment
Role type
Full-time
Location(s)
New York City - New York - United States of America

Hi, we’re Host!

We believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.

As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.

With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it’s ever been.

JOB SUMMARY

The Meeting & Events Planner will lead successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team.

In this role you would be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, transportation, and other event attendee services.

The Meeting & Events Planner will manage the master events calendar, confirm event requirements, and ensure operations stakeholders fully understand requirements through management of communication channels, briefing and planning meetings.

This role is located at our client’s headquarters in the heart of the Financial District in New York City, where a team of nearly 10,000 colleagues that cross nearly 20 lines of business, including the clients Board of Directors and CEO, make a significant contribution to our client’s customer experiences around the world.

DUTIES & RESPONSIBILITIES

Serve as primary point of contact for high profile and/or large engagements.  Accountable to develop and communicate end-to-end complex event plans to ensure flawless execution of  meetings and events. Exercises sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.

Manages complex master meeting and events calendar for medium to large sized event space. Communicates events schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.  

Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensure understanding of details of event between host and service delivery team and post event reporting and reconciliation.  

This includes but is not limited to: sourcing/selecting/recommending vendors for catering, decor, entertainment, giveaways, etc., supporting event communication and marketing plan, problem-solving issues that arise, welcoming guests, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and managing tear-down.

Manages each event as a project from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. This includes creating and managing detailed event planning timelines, ensuring deadlines are met on time and with high quality, creatively troubleshoot issues, ensure effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.

Responsible for building and maintaining work relationships with internal and external clients in a timely and professional manner. Participates and/or leads planning calls, representing the site, and ensuring all event aspects are in accordance with building safety and security regulations.

Coordinates with internal partners as well as with outside vendors and event professionals to manage to client expectations on time and with high quality. Creates and distributes banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floorplans for set-up, event flow, and event strike details.

Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on-site logistics including managing vendors ensuring a certificate of insurance is on file, load in and set up is on time and in adherence to building/site policies and is a point of escalation should an issue arise.

Captures post-event reporting and reconciliation and suggests recommendations for continuous improvement and cost / process efficiencies.

Supports and provides informal guidance to junior members of the team.

May support with budget creation for events and accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.

Performs other duties as assigned.


QUALIFICATIONS

Bachelor's Degree in Business, Marketing, Public Relations, Communications or related discipline from a 4-year college or university, and a minimum of 2 years of relevant experience and/or training; or equivalent combination of education and experience (equivalent work experience = 2 years experience for every year of higher level education).

Experience in corporate or conference center management preferred.

Certified Meeting Professional (CMP) preferred.

Ability to comprehend and interpret instructions, short correspondence, and customer requests and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

Comfortable meeting and engaging with new people.

Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

Utilize a high level of attention to detail as well as strong interpersonal skills.

Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

Requires advanced knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and commissions. Conducts advanced financial analysis.

Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires advanced analytical and quantitative skills.

Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, and communications.

Ability to work in multiple software platforms and learn and retain technical software applications quickly.

Good organizational skills. Must work well under pressure with multiple deadlines, and demonstrate a proactive approach to routine and non-routine occurrences. 

Ability to work flexible work schedules based on business need. 

May need to be physically able to lift and move,  boxes or operate a two-wheel dolly and able to lift 30 lbs.

Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 35 lbs. and occasionally lift/move up to 50 lbs.

SCOPE OF RESPONSIBILITY 

Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

SAFETY

Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to:

1. Complete at a satisfactory level all required and assigned HSE training.

2. Follow all activity policies and procedures, including all HSE related requirements at all times.

3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.

4. Report any condition which you feel could result in an accident or injury and / or stop work if required.