Meeting Planner

Do you have a passion for planning events that attendees rave over? Are you results-driven and amazingly detail-oriented? Do you thrive on being a part of a high-energy and fast-moving team?

If you answered ‘yes’ to these questions, we need to talk. PSMJ Resources is the worldwide leader in business information, executive education, and management consulting for the architecture and engineering space. We’re looking for a motivated and driven Meeting Planner to join the successful and growing team at our Newton, Massachusetts headquarters.

The Meeting Planner is responsible for the planning, management, and timely execution of conference and seminar logistics for all seminars, conferences, and other live PSMJ events.

Typical Duties/Responsibilities include:

  • Oversees and facilitate full-cycle logistics and all aspects of meeting planning from site selection, vendor negotiation, event registration, onsite staffing and post-event reporting
  • Negotiates hotel, AV, and vendor contracts; develops and manages overall conference budget relative to event costs to ensure meetings are completed within budget parameters.
  • Manages financial review and reconciliation; develops, maintains and shares team management plan for pre-onsite and post-planning activities.
  • Conducts hotel site visits as necessary
  • Solicits appropriate vendor quotes to determine selection based on cost analysis and manages vendor agreement(s).
  • Prepares and submits vendor invoices for approval in a timely manner; reviews and reconciles client invoices.
  • Manage speaker logistics
  • Track correspondence with speakers and sponsors/exhibitors
  • Coordinate and monitor event timelines and ensure deadlines are met
  • Work with other third-party services such as printers and designers
  • Create and send event marketing communications via email, web, print
  • Coordinate creation of event publications and syllabus materials
  • Develop and maintain solid relationships with exhibitors/sponsors
  • Oversee meeting preparation, supplies ordering and packing/shipping of event materials
  • Staff events and manage onsite event registration
  • Includes occasional travel to regional and national meetings
  • Track expenses for event budget reconciliation
  • Create and analyze online evaluations and prepare post-event reports
  • Performs other duties and responsibilities as assigned.

Minimum Experience Required:

  • 5+ years professional meeting planning experience is preferred
  • Up to date on current trends in the meetings industry
  • Experienced at negotiating favorable venue and supplier contracts and building partnerships with vendors
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • Superior attention to detail and first-class organizational skills
  • Excellent written and verbal communication skills
  • Strong working knowledge of Microsoft Office Suite
  • Innovative and resourceful
  • Actively seeks opportunities to improve meetings and events
  • Knowledge and experience with overseeing and managing procedures and staff for a 500+ attendee conference or meetings
  • Ability to manage multiple projects and meet deadlines
  • Ability to prioritize and meet tight and diverse timelines
  • Ability to work both independently and as part of a dedicated team
  • Ability to be flexible and work on projects outside written job description
  • Certified Meeting Planner Certification (CMP) desired. Other certifications in Meetings/Events Planning are a plus.

In this role, you coordinate event logistics including hotel accommodations, food and beverage service, meeting room setup, research event venues & vendors, negotiate contracts, maintain and update event budget, organize name badges, tent cards, organize event equipment and supplies, on-site event set-up & manage registration, assist with microphones for Q&A and break-down of event.

PSMJ Resources is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

If you are the perfect fit for this position, please send your resume and a cover letter to recruiting@psmj.com.