PCMA

Meeting Planner

Spotlight Preferred
National Association of Attorneys General
Washington, Dist. Columbia, United States (hybrid)
21 days ago

Description

The Meeting Planner manages overall logistics, budgets, and assists with contracts for approximately 20 annual meetings and trainings each year. The meeting planner assists in planning our VIP programming for attorneys general and their executive staff. The meeting planner also independently manages several small and medium-sized meetings and events. The meeting planner must be able to work independently, with minimal supervision, and be a highly organized and effective team player. The meeting planner will help orient new program support team members, should be comfortable working in a fluid environment and with a variety of personalities, and should be able to work in a fast-paced environment while exercising caution in decision making. The Meeting Planner reports to the Director of Meetings and Member Services.

A Typical Day May Look Like This:

MEETINGS:

  • Responsible for managing a large portion of the meeting and training hotel/venue contracting process with little assistance from the Director of Meetings and Member Services;
  • Prepare RFPs, coordinate with third party vendor on reviewing hotel proposals and presenting venue recommendations, and lead internal contract circulation review process;
  • Independently manage several small and medium-sized meetings ensuring budgetary compliance and that internal/external deadlines are met;
  • Liaise with the communications department and content leads to prepare meeting announcements, materials, and review speaker presentations;
  • Ensure hotel cut off dates, deposit schedules and other contractual reminders are documented and that due dates are met;
  • Ensure meetings are setup in association management system, and other tools in accordance with internal policy and finance regulations;
  • Establish contact and maintain working relationship with host attorney general office coordinator when applicable;
  • Provide instructions to hotel staff regarding meeting room designation, set-ups, menu selection, audio visual requirements, reservation procedures, billing procedures, the meeting room block and VIP arrangements;
  • Work with audio visual vendors to arrange meeting room setup needs;
  • Conduct pre-convention and post-convention meetings with hotel staff and off-site events as applicable;
  • Provide onsite management of meetings and events to include oversight of logistics, vendors and staff as needed;
  • Complete post-event tasks to include evaluation and follow up with the hotel and meeting attendees;
  • Coordinate meeting details with the finance department, including post-meeting expense and bill reviews
  • Monitor registration daily and work with the finance department to monitor payments;
  • Manage registration onsite (travel required approximately 10-12 times per year) at a duration of two to four nights at a time. Typical work travel is Monday through Friday, excluding federal holidays, few exclusions may apply;
  • Assist with the evaluation and continuous improvement of programming;
  • Manage hotel rooming list and reconcile with the hotel as necessary;
  • Create, monitor, and review meeting agendas.

SPEAKER MANAGEMENT:

  • Coordinate speaker confirmation memos, travel logistics, hotel rooms, bios, photos, presentations, reimbursements and thank you letters;
  • Schedule and participate in panel calls and prep calls;
  • Work with internal and external content leads to ensure speakers and panelists understand all NAAG defined expectations and reimbursement policies;
  • Manage external attorney general events and program calendars;
  • Assist with training new program support staff on meeting procedures; and
  • Other duties as assigned based on needs of the Association.


Requirements

  • Undergraduate degree required. CMP certification preferred.
  • Approximately 4 or more years of professional meeting industry experience required.
  • Prioritize tasks from different functional areas and teams both internal and external.
  • Ability to multitask in a fast-paced environment both day to day and onsite at programs.
  • Possess strong interpersonal skills, liaise with internal and external stakeholders.
  • Ability to think and work independently.
  • Exercise a high level of professionalism, tact, and diplomacy.
  • Maintain confidentiality, professionalism, composure, and discretion.
  • Proven ability to meet critical project deadlines keep timelines and tasks organized..
  • Employ problem-solving skills to make decisions both day-to-day and onsite at programs. 
  • Display excellent attention to customer service in-person, via phone and over email.
  • Possess excellent computer skills including experience with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, Share Point, and other tools. 

Job Information

  • Job ID: 66778000
  • Workplace Type: Hybrid
  • Location:
    Washington, Dist. Columbia, United States
  • Company Name For Job: National Association of Attorneys General
  • Position Title: Meeting Planner
  • Job Function: Other
  • Job Type: Permanent Positions
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 3-5 Years
  • Required Travel: 10-25%
  • Salary: $55,000.00 - $60,000.00 (Yearly Salary)

Please refer to the company's website or job descriptions to learn more about them.

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