Conference Meeting Planner

Role Overview

• Manage assigned conferences from planning through onsite execution, ensuring all logistical requirements are completed accurately and on schedule
• Serve as the primary coordination contact for assigned events and maintain communication with internal teams, vendors, speakers, sponsors, and attendees
• Source, coordinate, and manage event logistics including hotel accommodations, catering, audiovisual services, transportation, shipping, printing, and other vendor services
• Prepare event specifications and communicate conference requirements to vendors while assisting with contract review and cost management
• Monitor hotel room blocks, attendee accommodations, and related travel logistics
• Coordinate speaker, sponsor, and attendee information, ensuring all required materials and event details are collected accurately and on time
• Manage conference registrations, event databases, and logistical tracking documents
• Prepare event communications, planning documents, schedules, and operational materials
• Track conference expenses and support budget management efforts for assigned events
• Collaborate closely with Production, Audience Development, Sponsorship Sales, Marketing, Accounting, and Operations teams to ensure successful event execution
• Resolve attendee, sponsor, speaker, and vendor inquiries in a professional and service-oriented manner
• Travel onsite to manage event logistics, support conference operations, and ensure a successful attendee experience
• Maintain detailed records, timelines, and project plans to ensure deadlines and deliverables are met
• Additional responsibilities may be assigned as needed to support conference operations

Requirements

• Bachelor’s degree preferred
• Valid U.S. entry visa required
• Advanced English skills in verbal and written communication are required
• 3+ years of experience in meeting planning, conference planning, hospitality, event management, or a related field
• Strong organizational skills with exceptional attention to detail and accuracy
• Experience coordinating travel, accommodations, vendor relationships, and event logistics
• Excellent project management and multitasking abilities, with the ability to manage multiple conferences simultaneously
• Professional, polished, and customer-focused communication skills
• Strong problem-solving skills and the ability to adapt in a fast-paced environment
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint
• Experience with CRM systems, registration platforms, or event management tools is preferred
• Self-motivated and able to work both independently and as part of a team
• Willingness and ability to travel to support live conferences and onsite event execution

Benefits

• 100% remote work environment with occasional travel to on-site conferences (based on position)
• Paid Time Off (available after 90 days), including: Vacation Days, Sick Leave, Compensatory Time, One Wellness & Wellbeing Day, One Floating Holiday, and One Religious Observance Day per year
• Jury Duty Pay
• Paid Time Off for Voting
• Paid federal holidays with early release the day prior
• Summer Fridays
• All travel-related expenses covered for onsite events, including flights, hotel accommodations, and meals