About PRISM

Meeting Planner

Job Application

Job Description

The Meeting and Events Planner is a highly visible role that demands extensive customer service skills, the ability to work independently, a high level of professionalism and a sense of customer empathy, and a willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast passed atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position reports to the Chief Operating Officer and works in a team environment to manage events, meetings, and additional projects as required. Responsibilities include, but are not limited to:

• Coordinate and manage approximately 100 meetings per year plus several larger (100+ people) seminars/events including site research, site selection, complex hotel contract negotiations, execute contracts, oversee guest room blocks and subsequent rooming lists, oversee air travel, ground transportation requirements, food service selection, and price negotiation;
• During meetings/events, monitor activities to ensure the meeting/event is running smoothly, dealing with issues as they arise, and participants are satisfied;
• Manage the online meeting registration process including setting up meetings, distribution of meeting notices, and monitoring attendance/quorums;
• Maintain and oversee the master calendar of all meetings and events to ensure proper scheduling of meeting rooms/facilities;
• Review all meeting and event invoices for accuracy, reconcile with contracts and budget, and approval of payment;
• Develop and manage an annual budget including travel expenditures, meeting facilities, food and beverage, technology resources/audiovisual, and other meeting expenses;
• Prepare, analyze and summarize meeting data for reports to management on a quarterly basis including the development of key metrics, performance benchmarks, and agreed-upon performance targets; and
• Oversee the Administrative Assistant’s work in booking/communicating travel arrangements, set up and clean up of on-site meetings, and other delegated duties

Job Requirements

The ideal candidate will have a bachelor’s degree and at least 5 years of experience. A Certified Meeting Planner (CMP) designation is highly desired. Customer service is critical in this position, so the ideal candidate will be able to demonstrate their commitment to providing the highest level of customer service possible. Other skills and attributes that are extremely important include: professional demeanor, friendly and helpful disposition, very organized, ability to multi-task, can work successfully in a fast-paced environment, has a high level of customer empathy, excellent problem-solving skills, a solution-oriented attitude enjoys teamwork, and has excellent time management skills.

Benefits

A generous benefits package is provided including Public Employees Retirement System (PERS); contribution of up to $1,800 per month to a Section 125 Cafeteria Plan with coverage options including health, dental and vision; long-term disability and short-term disability insurance; life insurance; optional deferred compensation program; and sick and vacation leaves. As a PERS participant, EIA employees are exempt from paying Social Security except for the Medicare portion of the cost.

Physical Requirements

Physical requirements of this position typically include: sitting for long periods of time, reaching, grasping, kneeling, talking, hearing, seeing, repetitive motions, exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Travel, including overnight stays, is required (approximately 6 – 8 times per year).

Special Requirements

A valid California Driver’s license is required. Proof of auto insurance with no business exclusion is required. As mentioned above, a bachelor’s degree and Certified Meeting Planner (CMP) designation are highly desired.

EOE