Senior Meeting Planner

United States·Oak Brooksenior

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Quick Summary

Key Responsibilities

Conduct complex event management under minimal supervision and with wide latitude for independent judgement. Manage all logistical components of multi-day meetings ranging from 200 – 2,000 attendees.

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We’re in the business of Good.
Lions International is the largest service club organization in the world. Our 1.4 million members are serving locally and globally to help take on some of the biggest challenges facing humanity.

Every Lion and club are supported by our international association. More than 300 Lions International staff members are constantly working on tools and technology to enhance Lions’ service. When caring people join together, roll up their sleeves and take action to make their community better, it’s an incredible feeling for everyone involved.

Here's how you can help -- we are currently looking for a Senior Meeting Planner to join our Convention team, rise to the challenge of empowering service, and fill a vital role in our organization. As the Senior Meeting Planner, you'll be responsible for planning, coordinating and executing the logistics for educational seminars, meetings and major convention programs. You'll also be responsible for budget oversight, contracting, venue and supplier management, catering, AV production, freight, general service contractors, temporary personnel and onsite staffing, as well as other projects determined by the Department Manager.

What You’ll Do:

Conduct complex event management under minimal supervision and with wide latitude for independent judgement.
Manage all logistical components of multi-day meetings ranging from 200 – 2,000 attendees.
Manage RFP process and contracting for assigned venues, vendors and event services, including scope development, negotiation, contract review coordination and ongoing management of contractual deliverables.
Analyze venue to determine best assignment of space for official convention events including general sessions, seminars, meals, registration and exhibit halls.
Manage catering for numerous large-scale functions, ensuring appeal to a global audience with special dietary requirements within budget parameters.
Ensure event project timelines are communicated to internal and external partners and kept up to date, year over year.
Develop and manages onsite staffing plans for assigned events, including determining staffing requirements, coordinating temporary personnel and other support resources, and adjusting staffing plans based on program and operational needs.
Provide budget oversight for assigned meetings and projects, including forecasting, tracking expenses, identifying cost-saving opportunities and ensuring delivery within approved budgets. Monitor project timelines, tasks and team workload to support successful execution.
Provide superior customer service and support to Senior Leaders on planning and execution of events.
Conduct regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and project teams
Conduct pre- and post-event briefings with internal stakeholders, suppliers and facility providers.
Assist with exhibit hall operations at the international convention, including floor plan development, booth assignments, exhibitor communications and service requirements, and coordination with internal booth stakeholders and external exhibitors.
Provide onsite operational support for the International Convention, working across functional areas to address issues, coordinate vendors and staffing, and support the successful execution of convention activities.
Manage the convention bid process. Reviews and provides analysis of city-wide convention bids including benchmarking hotel rates, gathering data from the bidder and other departments to add to the analysis. Compiles the analysis for presentation to the LCI Board of Directors.
Assist the department manager with budget and forecasting while identifying ancillary and/or cost saving opportunities.
Ensure completion of payment and/or billing processes, in adherence to corporate policy.
Perform other responsibilities as assigned.

We’re Looking for Someone With:

Bachelor's degree in hospitality management, public relations, business, event planning or equivalent combination of experience and education.
High school diploma or equivalent required.
Minimum 5 years experience in meeting planning.
Experience managing international events with more than 10,000 attendees.
Experience working in a convention or convention hotel setting.
CEM or CMP designation a plus.
Professional communication skills, both written and verbal.
Ability to adapt to changes and manage a variety of tasks/goals.
Proficiency in MS Office
Ability to travel as needed for the position, including international travel (~30 days annually)

Compensation: Exempt: $85,000-90,000

Why You’ll Love Working Here:

Lions International has excellent benefits for you and your family. We believe in a balanced work-life and have programs and benefit plans to support our employees, such as:

Three weeks paid time off
Flexible and hybrid work schedules (2-3 days per week in office).
Comprehensive medical, dental, vision, and life insurance plans
Flex spending accounts for medical and dependent care
401K with employer match
Reimbursable training
Casual dress

We are committed to fostering an environment where all individuals –regardless of background,
identity, or lived experience – feel welcomed, respected and empowered to serve. Our strength
comes from the diversity of our members and staff, and the inclusive spirit that unites us in service.

Please note: Applicants must be authorized to work for any employer in the U.S. We are unable to
sponsor or take over sponsorship of an employment visa at this time.