Job Description
Meeting Planner
Full time, Czech Republic
In this role, you will be responsible for providing program information and/or airline reservations via phone, online, fax, or e-mail for airline travel, hotel accommodations, or car rentals as requested by our program participants as well as provide customer service to all attendees, regardless of program type. You will support the Registration Managers and assist as needed to ensure the successful completion of all aspects of the group housing, registration, meeting, and/or incentive travel events.
As a Meeting Planner, you will
- Direct responsibility for program development, planning, execution and all of its components, of all assigned programs from the point of meeting registration including onsite program management
- Manage and utilize an internal and client version program timeline. Meet deadlines accordingly
- Adhere to Client policy on financial and compliance controls for all meetings.
- Add value to the client by counseling the client on best practices, compliance and cost savings in order to make their event successful.
- Act as the main point of contact for your client, and ensure all milestones are clearly communicated and met. Be consultative in your approach. After all, you are an expert in meeting management.
- Build, monitor and maintain concise and accurate event budgets. Think outside the box on creative cost savings and menu planning ideas but ensure we remain compliant. Negotiate vendor contracts and build long-lasting partnerships.
- Work with your client and peers on procuring an ideal and compliant venue for each event.
- Communicate effectively with all hotel & vendor partners. You’ll be responsible for hotel rooms, designing and communicating room sets, AV/Production needs, offsite and team building events, ground transportation, signage and more!
- Ensure everyone, from client to attendee to staff member, has a positive and memorable experience from the invitation stage, through onsite, and departure. We aim to please!
About you
- Communicating with clients.
- Managing multiple priorities and being adaptable. You have exceptional problem-solving skills, are calm under pressure and work well in a collaborative environment.
- Establishing long lasting, professional relationships with clients, co-workers and vendors.
- Managing the complex world of compliance including understanding Meal Caps, Country Laws and Transfer Of Value reporting.
- Communication skills in English and Czech, knowledge of other languages is a plus
- Cvent, Excel and Microsoft Office. (Excel: cost calculation, budgeting [no pivots required], Cvent Experience: budgeting and reporting)
- Basic knowledge of invoicing is an asset
- The Ability to work flexible hours