POSITION SUMMARY:

The Meeting and Events Planner works to ensure that all functions that are sponsored by or supported by CLEAR or CAMS are executed professionally, on budget, and with logistical precision.  The Meeting and Events Planner supports the CLEAR Learning programs, Annual Educational Conference, and CLEAR’s International Congress. Frequent travel is required.

This position requires strong customer service skills and the ability to interact well with a variety of audiences. The Meeting and Events Planner serves as the liaison between organizers, contractors, and management with regard to all facets of the programs and events.  The position requires frequent information-sharing and collaboration, flexibility, creative problem-solving, and the ability to manage multiple priority projects independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

GENERAL RESPONSIBILITIES:

Logistics & Event Administration

1. Serve as the primary planner/logistics coordinator for multiple training programs and conferences held across North America and internationally that may be delivered as an in-person, virtual, or hybrid event.
2. Negotiate, select, and execute CLEAR and CAMS hotel contracts with emphasis on minimizing CLEAR and CAMS liability exposure. CAMS hotel contracts will be executed in accordance with the client’s policies and procedures.
3. Establish a network of suppliers for CLEAR’s use and benefit and maintain a list of contacts for the Deputy Director that is updated quarterly (including executive staff at national hotel chains).
4. Recommend to the Business Manager the selection of equipment required by CLEAR for its on-site and virtual training programs.
5. Coordinate with program hosts on arrangements for unstaffed programs.
6. Coordinate all meeting expenses, including food and beverage functions for events, ensuring association and budgetary goals are met through expense management and budget compliance, develop, and provide meal guarantees. Provide regular reports to management on anticipated meeting expenses, and work with the Business Manager on projecting event expenses for the budget.
7. Coordinate preparation of attendee/program materials with CLEAR colleagues.
8. Primary liaison with audio-visual contractors for events, including quotes, contracting, and budgeting; serve as lead contact for event set-up prior to events and on-site (when necessary).
9. Staff events and other meetings, as assigned by the Deputy Director.
10. Reconcile meeting and event charges, including, but not limited to, catering, hotel/venue fees, audio-visual, sponsor billing, and host in conjunction with Business Manager.
11. Collect and maintain historical records relative to food/beverage events and other areas of responsibility (guarantees vs. actuals, costs, etc.).
12. Assist the Deputy Director with prospectus and program development for exhibitor and sponsor programs. Continue to provide input regarding sponsorship programs and procedures (including contract review, pricing, etc.).
13. Manage exhibitor and sponsor logistics in coordination with Deputy Director leading overall sponsor and exhibit program sales.
14. Develop association action plan for all meetings and events (planning and fulfillment).
15. Assist the Deputy Director in preparing on-site staffing plans for in-person conferences and events for CLEAR and CAMS clients.
16. Working with the Marketing Associate, draft copy as needed for event pages and event-related attendee emails.
17. Coordinate regular events-focused staff meetings with the Program Coordinator.
18. Assist with app selection, creation, and updating for CLEAR events in coordination with the programming team.
19. Coordinate preparation and shipping of materials for conferences and training programs with the Executive Assistant.

Program Facilitation Backup Support

20. Facilitate live training sessions for online learning programs at times when programs overlap, or the Program Facilitator & Membership Representative is unavailable.
21. Backup exam proctor, when necessary, in conjunction with Executive Assistant and Business Manager.
22. Serve as backup to the Program Facilitator & Membership Representative for adding custom polls/materials to live sessions.

Other Responsibilities

1. Prepare bi-weekly status reports for Deputy Director and colleagues.
2. Other duties as assigned.

EDUCATION/TRAINING AND EXPERIENCE:           

1. Bachelor’s Degree and/or 5+ years of professional experience in Meeting & Event Management required
2. Degree specialization in Non-Profit Management, Business Administration or Public Administration preferred
3. Certified Meeting Professional Certification preferred
4. 3-5 years experience in meetings and events management required (preferably with a non-profit organization)

 TECHNICAL SKILLS:

1. Microsoft Office 365, including MS Word, MS Excel, MS PowerPoint, and MS Manager, required
2. Association Management Software (currently use Wild Apricot and Novi) preferred
3. Audience Response and/or survey software preferred
4. OnBoard by Passageways Board/Committee portal (or the agreed platform(s)) preferred

GENERAL SKILLS AND ABILITIES REQUIRED:

1. Strong ability to read, analyze, and interpret very complex documents
2. Excellent writing abilities
3. Strong mathematical skills
4. Excellent problem-solving skills
5. Strong decision-making skills and abilities
6. Team-oriented with the ability to collaborate with others
7. High level of attention to detail
8. Strong negotiation skills
9. Strong communication and organizational skills
10. Ability to manage workplace stress