Meeting Planner - Wakefield, Ma

WANTED:

An enthusiastic events professional who can implement effective solutions to create spectacular experiences, both online and in-person, for our local, national and international clients! The ideal Meeting Planner will be a self-starter, with the ability to work well under pressure, work independently with minor supervision and have strong problem-solving skills. Are you ready to join the team?

The Meeting Planner, a mid-level role, manages the coordination and preparation of event for assigned clients. This position will work closely with the Event Coordinator, Events Manager and Director of Client Experience & Events, as well as other Virtual staff to ensure the successful implementation of assigned client event services.

Preference for local candidates to work out of our Wakefield, MA office 3 days/week (Tuesday & Thursday anchor days, 1 floating day).

Here's what you'll do:

Event/Meeting Planning:

• Plan and manage logistics for domestic and international events, including venue selection, catering, AV arrangements, and marketing coordination.
• Negotiate contracts with venues, hotels, and vendors to ensure cost-efficient high-quality events.
• Create and manage event budgets, maximizing resources.
• Travel onsite as needed to oversee event operations.
• Manage online meeting registration systems and provide regular reports to clients.
• Develop programs, agendas, and services according to client requirements.
• Coordinate administrative details and ensure compliance with regulations.
• Review and approve event bills for accuracy.
• Assist in developing event-related marketing materials and websites.
• Coordinate event insurance when necessary.
• Ensure sponsors receive and utilize benefits effectively.

Abstract Management

• Manage the abstract submission and review process for presentations and sessions.
• Develop and implement abstract management procedures and timelines to ensure efficient handling of submissions.
• Liaise with speakers and session organizers to facilitate the submission, review, and selection of abstracts for inclusion in the event program.
• Coordinate with technical teams to ensure abstracts are properly formatted and integrated into event materials and platforms.
• Provide support and guidance to authors throughout the abstract submission and review process, addressing inquiries and ensuring adherence to deadlines.

Client Relationships

• Meet with clients and organizing committees to plan the scope and format of events, establish and monitor budgets, and to review administrative procedures and event progress.
• Work with clients to determine objectives and requirements for events such as meetings, conferences, and conventions.

Event Technology

• Stay updated on new technology to support event planning and enhance attendee experience.

Other Responsibilities

• Provide administrative support as needed; manage other projects as needed.
• Provide direction to Events Intern.

As our next Meeting Planner, you will bring:

• 3 years meeting planning experience, marketing and administrative experience required;
• Bachelor's degree with a concentration in hospitality management preferred;
• Working knowledge of latest technology designed for events;
• Proven ability to create and manage budgets;
• Experience managing AV and technology contracts;
• Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment;
• Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills;
• Excellent customer-service and interpersonal skills;
• Strong writing and editing skills;
• High level of creativity and "rolled up sleeves" working style;
• Demonstrated strength in Word, Excel, PowerPoint, Project Planning software and knowledgeable about Adobe; Cvent experience a plus;
• Ability to travel domestically and internationally as needed up to 25%;
• Experience working with multiple cultures across all time zones a plus.

The target hiring range for this role is $55,000 - $60,000 USD (annually). The starting base salary will be determined based on skills, experience, location, and other job-related factors. In addition, our total rewards package includes a robust medical, dental, and vision insurance plan (free option available for individuals); generous short- and long-term disability, supplemental life insurance, health care and dependent care, Flexible Spending Accounts, 401(k) savings match, paid parental leave, financial planning workshops, pre-paid legal plan, discretionary annual bonus and merit increase, and unlimited paid vacation time.

About Virtual Inc:

Headquartered in Wakefield, MA with offices in Nashville, TN, and Ottawa, ON, Virtual also brings together a remote workforce from all over North America. Founded in 1999, Virtual's innovative and inclusive culture is the driving force behind our success and continued growth.

Our Virtual Team is made up of passionate professionals who understand the needs of associations, standards organizations, consortia, startup advocacy groups, and professional societies. The expertise within the Virtual team enables our clients to achieve their goals and make a mark on the world. Virtual's global clients include organizations led by Google, Facebook, Microsoft and more. We also service organizations that are tackling some of the biggest challenges in the world today, from eating disorders, to space travel to noise pollution.