Meeting Planner

Job Title: Bi-lingual Meeting Planner (English/German)

Location: 100% Remote

Duration: 06+ Months

Pay Rate: $40-$45/hr

Time Zone: EST 06:00/07:00 AM

Fluent in English and German

Roles & Responsibilities

PROCESS MANAGEMENT:

o Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.

o Utilize business program management system to manage program from contract turn-over meeting to final bill completion.

o Manage and negotiate any additional hotel needs, destination management company (DClient), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.

o Communicate between Information Technology support and clients for web requirements on assigned programs.

o Work with creative team to produce program materials.

o Coordinate and possibly attend site inspections as needed.

o Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.

o May conduct program debrief with client.

o Work with accounting to complete final bill, review final billing prior to final invoicing to client.

o Maintain accurate records, system input, and complete file management as outlined in Client GBT M&E and client policies and procedures.

o Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.

o Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.

o Source/Contract 3rd party suppliers

LEADERSHIP AND RELATIONSHIP MANAGEMENT:

o Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.

o Work closely with support departments to exceed client requirements and objectives.

o Partner with third party suppliers to arrange their services.

o Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. Ensure program objectives are executed.

o May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives.

o Develop strong relationships with multiple contacts within client and supplier organizations.

o Review processes and offer solutions/additions as needed.

FINANCIAL MANAGEMENT:

o Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.

o Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.

o May initiate and reconcile supplier payments.

o Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.

o Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

Requirements:Qualifications:

o 5+ years experience.

o Certified Meeting Planner (CMP) designation highly preferred.

o 4-year degree preferred.

o Strong sourcing background for party suppliers

o Ability to communicate effectively and professionally with all levels of management and clients.

o Ability to work accurately and timely – to meet deadlines.

o Ability to be flexible and handle change well.

o Required experience with meeting industry technology - (CVENT)

o Advanced oral and written presentation skills required.

o Ability to travel by airplane, boat, rail and/or car