Meeting Planner (Hybrid)

Summary:
The Meeting Planner provides comprehensive support for meetings and conferences, including attendee registration, vendor coordination, and budget tracking. Responsibilities for this position also include managing smaller meetings, researching venues and speakers, handling sponsorships, and ensuring compliance with policies and procedures. Additionally, this position manages virtual meetings and provides on-site event support, with occasional travel required.
Duties and Responsibilities:

• Supports the attendee registration process, including generating registration reports and rooming lists, managing room blocks with hotels and reservation changes, handling special attendee needs, and processing payments.
• Build a registration database and conference-related web pages in Swoogo or a similar registration platform.
• Coordinates meetings of less than twenty attendees as well as coordinate internal events, including Leadership Team meeting logistics. Researches hotel options, meeting vendors like transportation and off-site venues, and speakers based on client program format and budget. Ensures planning timelines are met.
• Supports sponsorships/tradeshows by issuing invoices, managing sponsor registration, distributing vendor kits, and confirming sponsor branding for entitlement development.
• Prepares invoicing and manages record-keeping as necessary to ensure compliance with established policies and procedures. Reconciles accounts to ensure all payments have been recorded. Maintains conference expenses within budgeting guidelines.
• Prepares attendee communication materials such as attendee registration, confirmation letters, newsletters, conference apps, and post conference materials. Releases announcements using Salesforce Marketing Cloud.
• Utilizes computer skills to format proposals, function sheets, reservations, registrations, programs, badges, and menus. Inputs event data to create meeting specs in room booking tool. Creates room layouts in Social Tables.
• Prepares registration announcements and posts conference materials utilizing the Salesforce Marketing Cloud platform.
• Responsible for virtual meetings management via Zoom Meeting and Webinar or similar streaming platform.
• Oversees the delivery of virtual programs, including the set-up, speaker management, production, follow up communication, and coordination with business line owners.
• Provides onsite event support and assistance as needed.
• Performs other related duties, tasks, requests, and directives issued from management as required.

Requirements, Competencies, and Certifications:

• Demonstrates an awareness of strengths, limits, and areas to improve.
• Uses time effectively; anticipates obstacles, adjusts priorities as needs change, and keeps others informed of progress.
• Strong written and oral communication.
• Strong time management and organizational skills.
• Excellent interpersonal skills, self-motivated, and adaptable in a fast-paced, dynamic, deadline-driven environment.
• Ability to develop and maintain accurate details of function arrangements, billing, and cost controls; detail-oriented.
• Good knowledge of contract language for meeting industry.
• Ability to work with groups and communicate effectively with all staff.
• Negotiate meeting arrangements and on-site changes to the original agreement.
• Strong knowledge of Microsoft Office (Word/Excel/PowerPoint/Outlook/Teams), Adobe Acrobat, Salesforce Marketing Cloud, Swoogo or similar registration platform, and Social Tables.
• Occasional travel to off-site events within Orlando and the continental U.S. is required. Overnight, nights, and weekends may be required to support off-site events.

Education and Experience:

• Bachelor's degree in hospitality, sports management, meeting management, event management, or tourism required.

Hiring Range: This position is non-exempt

• $48,996 - $55,733
• Position eligible for participation in AAA, Inc. Annual Incentive Plan.

AAA National supports a flexible work environment for our associates. We are committed to collaboration, innovation, and work-life balance and offer a hybrid work model of three days in-office and two days at home (or whenever you work best) each week.
AAA National Office is not accepting unsolicited assistance from any search firms for this employment opportunity. All resumes submitted by search firms to any employee at the AAA National Office via email, the Internet, or in any form and method without a valid written Statement of Work in place for this particular position from the AAA National Offices Talent Acquisition Department will be deemed the sole property of the AAA Nationals Office. No fee will be paid if the AAA National Office hires the candidate due to the referral or through other means.