Position Summary

The Meeting and Events Planner is a highly visible role which demands extensive customer service skills, a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm. Exceptional attention to detail and first-class organizational skills are mandatory. This dynamic position will report to the Events Manager in MaineHealth Brand Operations: Events, and work in a team environment to produce and execute in-person, virtual and hybrid events, meetings and additional projects as required.

Administration

• Data entry - analysis, daily administrative functions.
• Create invoices and receipts as requested; track expenses for event budget reconciliation.
• Create and analyze electronic survey evaluations and prepare post-event reports.
• Contact database management.

• Design/build unique event-specific websites complete with multiple registration paths and electronic invitations, reminders, and confirmations.

• Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite/offsite staffing and post-event reporting.
• Work on multiple system-wide educational meetings, large-scale conferences and event evaluations for a variety of internal clients simultaneously.
• Participate in client planning meetings and provide consultation on the meeting/event marketing, site design/content, logistics, venue, and appropriate vendor services.
• Work with the client team on how to best design the agenda for optimal flow and efficiency based on historical and best practice data.

• Manage presenter/sponsor/exhibitor timelines, communications and all necessary documents, i.e., letters of agreement, CVs, bios, faculty disclosures, payments, IRS forms.
• Prepare RFPs, meeting/event financial proposals and letters of agreement.
• Coordinate travel and lodging options for participants traveling to meetings/events.
• Create and manage budgets and collection of registration, sponsorship income and exhibit fees.
• Work directly with registrants on problems and inquiries.
• Develop and maintain solid relationships with clients/vendors/exhibitors/sponsors.
• Oversee meeting preparation, supplies ordering and packing/shipping of event materials.
• Manage the meeting/event logistics, i.e., registration staff, flow, vendors, venue, participant concerns.

• Manage event marketing communications via email, web, and internal e-newsletters.
• Coordinate creation of event publications and syllabus materials.
• Create/design event materials and signage.

• In the performance of their respective tasks and duties, all employees are expected to conform to the following:
  • Perform quality work within deadlines with or without direct supervision.
  • Interact professionally with coworkers, customers, patients and suppliers.
  • Work effectively as a team contributor on all assignments.
  • Strong time management skills and ability to manage concurrent tasks efficiently.
  • Superior attention to detail; first class organizational skills.
  • Demonstrated problem-solving skills.
  • High energy, positive, professional attitude, pride in work product.
  • Excellent written and verbal communication skills.
  • Up to date on current trends in the meetings industry.
  • Competent in Cvent event and survey management software preferred.
  • Basic web design experience.
  • Strong computer skills to include Microsoft Office.