Position Summary

The senior meeting planner is responsible for planning and implementing all meeting, event, and trade show needs of assigned clients in a variety of modalities. Individual works cross-functionally with Barcami Lane staff and client volunteers to manage and execute the scheduling of educational programs and networking events throughout the year.

The role offers a unique opportunity to gain experience working with a variety of associations within an AMC environment. This position is ideal for someone looking to transition into a senior level meeting planner role and managing employees.

Strong preference for the individual to be based in the Northeastern US to best serve our client portfolio within the geography. Hybrid environment available after preliminary period. 

Tasks and Duties

The account executive shall perform the following tasks and duties:

The senior meeting planner shall perform the following tasks and duties for the assigned clients:

• Build and maintain effective professional relationships with the client’s officers, directors, volunteers, and members.
• Coordinate and direct the work of staff teams to ensure the work specified in the management contract’s scope of services is completed in a timely, quality manner. This includes contractors and vendors.
• Direct, administer and coordinate annual conferences, live and virtual educational programs, social events, committee meetings, and board retreats for their assigned clients.
  • Manage onsite event operations and support development of staff schedules to utilize all assigned staff fully and provide staff direction for meetings-related activity.
  • Partner with client volunteer leaders and their respective subject matter experts in scheduling and planning all aspects of assigned client conferences, meetings and trade shows.
  • Manage venue selection, contracting, food and beverage, audiovisual, speakers, room layouts, overnight room blocks, exhibit hall and tradeshow logistics, marketing, etc.
• Staff assigned as liaison to relevant client committees as outlined in management contract scope of services.
• Manage request for proposal (RFP) process, recommend and select venues and vendors, and negotiate contracts for selected venues and vendors.
• Drive meetings/trade shows by planning and managing all aspects of each event.
• Manage registrations and special requests for attendees, exhibitors, sponsors, and speakers.
• Develop and implement marketing and communications schedule and content for events.
• Develop and communicate event-related reports to appropriate volunteer leaders and staff teams.
• Lead the development of clients’ event budgets, partner with account executive for inclusion in annual client budget.
• Establish and oversee the implementation of event marketing schedules that include web, email, print, and social media communications, for attendees, exhibitors, and sponsors.
• Monitor registration numbers, exhibit and sponsorship income, room block pickup, and other key metrics on a weekly basis, and benchmark against the budget and prior years.
• Respond to client questions and requests via telephone and email within 48 hours.
• Manage client association management systems (AMS) and website platforms – training provided on all AMS systems utilized by our clients.
• Participate in and lead client and team web conferences, as needed, and executive action items.
• Provide general office support.
• Ensure that all work conducted for clients is included in the management contract’s scope of services, alerting supervisor of any work that is outside of the scope of services.
• Complete work and assignments issued by the staff teams to ensure the work specified in management contract’s scope of services is completed in a timely, quality manner.
• Complete work within the budgeted number of hours allocated for each assigned client.
• Proactively provide support to the staff teams and clients, actively bringing new ideas.
• Provide regular feedback to Barcami Lane’s leadership on staff performance, including participating in the annual performance evaluation process for assigned staff.
• Perform other tasks not specified in this position description as assigned.
• May handle additional association management responsibilities for clients or other duties as assigned.
• Respond to client questions and requests via telephone and email within 48 hours.

Qualifications:

• At least five years of experience in event and meeting management within a client service-oriented environment, preferably in a small business, non-profit, association, hospitality, or billable hour environment.
• Experience managing employees, specifically event planning teams, preferred.
• Bachelor’s degree preferred.
• Industry designation, such as Project Management Professional (PMP) or Certified Meeting Planner (CMP) preferred.
• Experience operating within a nonprofit or association beneficial.
• Experience managing staff preferred.
• Ability to maintain effective professional relationships with clients and coworkers.
• A keen attention to detail.
• Strong written communication skills.
• Ability to work under pressure, responding quickly and thoughtfully to urgent issues is a must.
• Ability to effectively communicate status on deliverables, identify potentially conflicting priorities, and collaborate with stakeholders to resolve conflicts is required.
• Aptitude to learn and advance with new systems and technologies.
• Ability to maintain a high level of confidentiality.
• Exceptional customer service skills, interpersonal skills, and a positive attitude
• Flexibility to adapt quickly to our clients’ changing needs and priorities.
• Ability to manage multiple tasks and deadlines simultaneously in a fast-paced, deadline-driven environment.
• Solid problem-solving skills and the ability to work well under pressure.
• Experience with event budget development preferred.
• Solid experience with the Microsoft Office environment required.
• Demonstrated excellence with organizational and project management skills.
  • We utilize Basecamp to manage all client work. Usage of the system is required.
• Computer proficiency and the aptitude and interest to master new systems is a must.
• Experience with the following platforms will be beneficial:
  • Email marketing platforms, such as Constant Contact, MailChimp, etc.
  • Web conference platforms, such as Teams, Zoom, GoTo, etc.
  • Association management systems (AMS), especially those also used to host websites.
• Individual must be willing and able to learn and gain proficiency in client AMS platforms within three-six months of employment.
• Demonstrated excellence with organizational and project management skills.
  • We utilize Basecamp to manage all client work. Usage of the system is required.
• Must be a self-starter capable of working with limited supervision and able to collaborate in a team-based environment.
• Individual must be committed to their own personal and professional development, including the pursuit of professional designations, such as the CMP if they do not yet possess the designation.
• If based in Westford, MA, after meeting defined length of service requirements, employees may work remotely for no more than two days each week. Position requires a minimum of three days in the office each week and as required to meet client and company needs.
• Must be available to staff events over weekends and in the evening.
• Must be willing and able to travel locally, nationally, and internationally, approximately 15-20%.
  • Valid driver’s license required.
  • Valid passport required.
  • Individuals must have reliable personal transportation for local travel.
  • Individuals must be able to travel via commercial air travel.

Notes:

• To be considered for this role, you must reside in one of the following states: DC, GA, IL, IN, MA, MD, MI, NC, NH, NJ, NY, OH, TN, or VA. May be open to individuals residing in CT, ME, and RI.

About Barcami Lane, Inc.

Barcami Lane, Inc. is an AMC Institute-accredited association management company (AMC) that provides a full range of management services to nonprofit associations. Barcami Lane lives by the following values, which are evidenced in all that we do: Service Excellence, Client Value, and Professionalism.

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