Senior Meeting & Incentive Event Planner

SENIOR PLANNER
THE LEGAL STUFF:
A Senior Planner leads development, planning, and execution of high-profile and strategically important client events including conferences, special events, meetings, incentive trips, and evening activity programs from contracting through final invoicing and post-program reconciliation, debriefs, and analytics.
Position Objectives:

• Create incredible planning experiences for our Clients;
• Make their audiences feel it in their seats by delivering innovative, impactful events;
• Lean in with a high-performance team by sharing your experience and moxie with teammates; and
• Continually contribute to improving internal systems and processes and ideating new ones.

• Job Type: Full-time – Exempt
• Salary Structure: Base Salary + Performance Incentives
• Benefits: Heath, Vision, Dental, Disability, & Life Insurance, Agency-funded Retirement Plan, Personalized Professional Development Budget, Use of Agency memberships where appropriate
• Career Level: Senior
• Reports to: Director of Meetings & Incentives
• Location: Chicago—this is a hybrid role (3-4 days in-office, 1-2 days out)

YOUR SUPERPOWERS:

• Impeccable character: You exude Accountability, Authenticity, and Awesomeness
• A consistent, unbeatable team-first mindset
• Able to navigate and flourish in a VUCA environment
• Strong collaborative skills and relationship-builder
• Excellent written and verbal communication and presentation style
• Strong project management and organizational skills
• Ability to manage multiple projects simultaneously
• Curious and analytical, with a love for data
• Proven success in creating and managing budgets and maximizing profitability
• Ability to travel (up to 30% of time)
• 8+ years of planning experience

YOUR DAILY GRIND:
Either directly, or through the assignment of responsibilities to appointed subordinates, a Senior Planner will perform the following, as well as other tasks/duties as necessary and/or assigned:
External Accountabilities:

• Maintain and grow productive, professional, and profitable relationships with Clients.
• Proactively assess and validate Client needs on an ongoing basis.
• Lead the planning and execution of all components for assigned projects.
• Serve as the central point of communication for all external stakeholders during the planning process.
• Identify opportunities to drive current and future potential revenue and profitability from the first interaction with the Client to onsite operations.
• Lead Client pre-conference meetings to review program details and changes or additions to ensure effective information sharing and efficient operations during program execution.
• Maintain presence and availability for Clients throughout program operations, including mobile and physical availability throughout the program.
• Obtain Client signoff for changes, additions, and cancellations, including updating and managing change/growth of project scope.
• Assist in the preparation of final invoicing and program closeout within appropriate time frames.
• Monitor the ongoing success of program activities by conducting regular checks on the process and making recommendations for adjustments to the plans.
• Advise on and attend site inspections as required.

Internal Accountabilities:

• Lead strategic planning process and teams that develop mutual performance objectives and financial targets for Clients and the Agency.
• Coordinate the involvement of Agency resources to meet Client expectations and account performance objectives.
• Manage time in a billable hour environment and be accountable for non-billable hours.
• Update/contribute to tracking Client’s upcoming program opportunities and critical milestones.
• Quarterback project plans, including scheduling and engagement of all Agency resources to meet Client expectations and account performance objectives.
• Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule.
• Aid in development of comprehensive solutions to deliver innovative, best-in-breed services to our Clients.
• Help continually refine, streamline, and simplify tools and processes to meet Agency demands and lead the marketplace.
• Secure all supplier partners/preferred partners through a strict vetting process and pricing negotiation.
• Elevated level of proficiency in Microsoft 365 and industry software including Cvent.
• Excel freak in the sheets

Education:

• BA/BS in business or event-related field and/or equivalent experience
• CMP, DMCP, CMM, CSEP, DES, CED, CIS, CITP, PMP, or other professional designation (If none, within 18 months, a certification timeline will be developed pursuant to the professional development budget.)

X-Factor

• Not from central casting but feel like you bring something special and different to the table? Let’s talk!

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