Meeting Planner

JOB SUMMARY                                                                                                                                                                           

Meeting Planner is responsible for guiding a member team to achieve results aligned with the organization’s business strategy. Liaison to various vendors and contacts to execute quality requirements, while maintaining sound fiscal practices. This position manages projects and workflow within a cyclical timeframe.  Ability to multi-task, manage time and resources, envision the overall picture while working on specific assignments, being team oriented and flexible are key attributes toward success at this position.

ESSENTIAL FUNCTIONS

GLOBAL CONFERNCE PGA STAFF LIAISON and LEAD:

1. Leadership Process (selection, invitations, organizational structure, guidance).
2. Global Council Member Orientation, preparation, and year-round correspondence with guidance toward best practices.
3. Logistical preparations, Agenda and Manual for the and Site Visit.
4. Manage PGA Signup process.
5. Coordinate deliverables:  hats, buttons, pins, and sashes for on-site identification of various task forces. Prepare necessary supplies and paperwork.
6. Preparation and Onsite logistics and specs for:
   - PGA/PDC Dinner (venue selection, invitation, RSVP, menu, seat assignments, program).
   - PGA Kickoff and Breakouts (Timeline, rehearsal, scripts, interpretation, headshots, PowerPoint Deck, signage, music).
   - Daily Leadership Breakfasts, and overall PGA schedule
   - PGA Best Worker Presentation (Set-up lounge, select Best Worker gift).
7. Staff Liaison to Traffic Session task forces.
8. Arrange conference calls and ensures that Task Force is prepared for on-site duties.
9. Onboard new task force liaisons.
10. Select and orders PGA gifts from Exec Com.

GLOBAL CONFERENCE CRISIS MANAGEMENT & FIRST AID:

1. Create Crisis Management manual.
2. Distribute to all staff attending meeting and the Executive Committee prior to the Global Conference.
3. Obtain information regarding First Aid at the Convention

GLOBAL CONFERENCE SECURITY:

1. Manage RFP and selection process for Security Firm.
2. Execute contracts.
3. Meet with staff to compile security requirements and prepare final logistics with the selected firm.
4. On-site point person for Security
5. Review final invoice for accuracy.  Reconcile accordingly to the various departments.  Submit invoice for payment. 

GLOBAL CONFERENCE TEMPS (ASK ME AND CUSTOMARY TEMPS):

1. Meet with staff to compile Temps and Ask Me Temp locations and prepare final logistics.
2. Present final logistics to PCO for pricing and then to HR Senior Director who works directly with PCO.
3. Review final invoice for accuracy.  Reconcile accordingly to the various departments.  Submit invoice for payment. 

GLOBAL CONFERENCE PGA LIAISON – TRAFFIC GENERAL & OVERALL PGA BACK-UP:

A.      Liaison to a PGA Task Force.

B.      Arrange conference calls and ensures that the Task Force is prepared for their task on-site.

COMMITTEE MEETING CONTRACTS & LOGISTICS

1. Review and negotiates contracts to make sure all legal clauses included for hotel and restaurants.
2. Staff Liaison to committee meetings assigned throughout the year.

OTHER PROJECTS AND RESPONSIBILITIES MAY BE ASSIGNED BY DEPARTMENT DIRECTOR.

KNOWLEDGE, SKILLS and ABILITIES

Competencies:

·       Member/Stakeholder Focus – Relationship management

·       Vendor and Sponsor Contracts

·       Project and Budget Management

·       Event and Conference Planning

·       Strategic Market Insight

·       Effective Communication and Influence – communicates thoughts clearly and shows ability to influence others

·       Encourages Open Team Environment and builds team effectiveness