Meetings & Events Specialist

Job Summary

**Incumbent can work in either the Omaha, NE or Fargo, ND office**

We are seeking aMeeting & Events Specialist who plans, coordinates, and executes on and off-site meetings, conferences and special events. Acts as the primary meeting coordinator for large scale association meetings and conferences. Limited latitude operating under established parameters in decision-making for the negotiation, evaluation and approval of contracts for meetings and related services. Works with organizing groups and/or individuals to determine purpose, parameters and procedures for meetings in accordance with meeting coordination guidelines. Works under moderate supervision. This includes gathering event requirements, leading meeting sponsors through the planning / decision making phase, site proposals, site selection, support through contract negotiations, 3rd party vendor selections, coordinating marketing requirements and communications, and execution of meeting logistics (design, technical delivery, and value proposition). This position coordinates the event budget, billing, and reconciliation of expenses.

Essential Duties & Responsibilities

• Meets with meeting sponsors to determine program requirements. Develops overall event plan, budget, and responsibility / timeline matrix.
• Researches and secures proposals for event locations and accommodations. Facilitates the decision making process with purchasing and meeting sponsors.
• Facilitates regularly scheduled customer meetings to maintain alignment with requirements, meeting objectives, and budgetary variances. Manages event timelines and responsibility matrix. Manages communications regarding event progress.
• Coordinates customer invitations, advance and on-site registration processes, and post-event follow-up evaluations.
• Coordinates and ensures appropriateness of all event plan details such as room / facility layout, equipment, menus/catering, themed decor, signage, ground transportation, off-site recreation, printed materials (working through marketing), event security, and speakers / entertainers. Create contingency plans and solves problems encountered during meetings.
• Negotiates contracts with vendors to ensure acceptable terms and basic / competitive pricing. Manages vendors to ensure deadlines are met.
• Oversees event logistics on-site to manage event vendor services (in-house vendor and 3rd party vendors). Inspects event facilities to ensure they meet company expectations.
• Reviews event bills for accuracy and approves payments. Works with Accounts Payable to reconcile payments with individual cost centers as applicable.
• Builds constructive and effective relationships with meeting sponsors (all levels of the organization from Board members / Executive Committee members to staff levels), vendors, and 3rd party support providers.

Essential Duties and Responsibilities Cont.

Education Requirements

• Bachelors Degree Preferred in Business or Related Field

Years of Experience

• 4 + years of experience in Meeting and Planning Experience

Certification and Technical Requirements

• Must possess proficient Word, Excel, PowerPoint and Outlook skills.