AL
Meeting Planner
Artech LLC
🇺🇸 United States
On-site
2 days ago
2 days ago
Job location: Austin, TX (3 days onsite and 2 days remote)
Job duration: 5+ months
Title: Meetings & Conference Room Planner
Job description:
Overview: The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.
Key Responsibilities:
- Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
- Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
- Coordinate with vendors and suppliers to ensure quality service delivery.
- Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
- Develop detailed event timelines, checklists, and communication plans.
- Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
- Lead onsite event execution, troubleshooting issues as they arise.
- Track budgets, expenses, and enforce compliance with company policies.
- Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
- Work closely with others to ensure coverage and support.
- Serve as primary point of contact for internal customers throughout the planning process.
- Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
- Work onsite in Austin 5 days a week.
- Other meetings and meeting related projects as assigned.
- Assist in planning large national meetings and travel to support onsite logistics.
- Bachelor’s degree or equivalent experience in event planning, hospitality management, or a related field.
- 5+ years of experience of meeting planning experience
- Proven experience in conference or meeting planning for internal customers.
- Excellent organizational, communication, and multitasking skills.
- Ability to work under pressure and adapt to changing circumstances.
- Strong problem-solving skills and attention to detail.
- Flexibility to work evenings and weekends as needed during peak event seasons.
Up to 20% Travel
CMP preferred
Meeting Planner · Artech LLC