Job Information
Dairy Farmers of America Meeting and Events Planner in Kansas City, Kansas
Job Description
Plan and coordinate logistical aspects of small to mid-scale internal meetings, conferences, or special events. Meet with internal (or external as required) customers to understand the goals and objectives of the meeting or event. Coordinate services such as the meeting space, registration, event rooms, hotel rooms, air, ground or bus transportation, menu planning/food service, speakers, provision of audio/visual equipment, technology needs, entertainment and other related support services. Prepare and distribute invitations, agendas, and other materials/handouts as needed. Solicit bids from venues and service providers, inspect venues to ensure that they meet the customer’s requirements, and recommend facility selection. Monitor event activities to ensure the customer and event attendees are satisfied and resolve any problems that arise. Record feedback from events. Negotiate rates and contract clauses with suppliers, adhering to pre-defined parameters. Assist with certain components of high-profile board and executive meetings. Assist team members responsible for the strategy and development of events and experiences.
Job Duties and Responsibilities
Oversee the planning and execution of internal department events by serving as the main planner
Use event management software and become a power user of the software to unlock all capabilities that can be utilized across the organization skills
Oversee the hotel contracting process from start to finish across all events
Research and plan accommodations, all methods required for transportation, meeting space, hotel rooms, offsite venues, onsite or offsite activities, and other logistics as necessary, using RFPs, site visits and other evaluation criteria to determine best option against goals and objectives
Compile project plans which summarize costs, event times, attendance numbers, equipment needs, catering, decorations/floral, and other related details
Assist with certain components of high-profile board and executive events as requested
Maintain accurate and updated data related to guest list, travel logistics, room blocks and other items
Provide onsite management and post-event evaluations
Manage multiple deadlines with each meeting process and make decisions based on the needs and objectives of the meeting
Maintain records of event aspects, including financial details of event activities and reconciles event-related expenses to budget in a timely manner
Utilize various technology systems and software to support meeting planning end-to-end process
Communicate with staff and team members to ensure a successful meeting
Be aware of, and comply with, all corporate policies
The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required
Requirements
Education and Experience
Undergraduate degree in business, communications, or related curriculum (or equivalent combination of experience and education)
2 to 5 years of meeting and event coordination/planning or related experience
Certification and/or License – Certified Meeting Professional (CMP) or Certified Meeting Manager (CMM) preferred
Knowledge, Skills, and Abilities
Must be willing to travel 15-25% (1-2 times per quarter)
Knowledge of and skill with Microsoft Office Suite and company computer systems
Able to communicate clearly and effectively, both verbally and in writing for a diverse range of internal and/or external audiences
Able to establish effective relationships with internal staff, external customers, and vendors
Able to handle challenging or conflict situations with tact and professionalism
Able to interact positively and work effectively with others (interpersonal skills)
Able to adapt to change effectively (flexibility)
Able to think creatively and problem solve
Able to work independently and as part of a team
Able to work with accuracy and attention to detail
Able to multi-task, prioritize and meet deadlines
Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
Must be able to read, write and speak English
An Equal Opportunity Employer