Meeting Planner

Summary

Join Higher Logic as a Meeting Planner and coordinate engaging events for the Higher Education User Group (HEUG). You will plan and execute multiple conferences, manage logistics, develop programs, and oversee on-site operations. This role requires strong organizational and communication skills, experience in event planning, and proficiency in event management software. You will collaborate with internal teams, external vendors, and HEUG leadership to ensure successful events. The position involves approximately 35% travel. Higher Logic offers a competitive compensation and benefits package.

Requirements

• Bachelor's degree in Event Management, Hospitality Management, or a related field
• 3-5 years of relevant work experience in domestic and international meeting or event planning
• Understanding of event planning principles, logistics, and best practices
• Strong organizational and time management skills to effectively plan and coordinate multiple events simultaneously
• Attention to detail is essential to ensure seamless execution of events
• Excellent verbal and written communication skills to interact with members, vendors, and internal teams
• Ability to convey information clearly and professionally
• Demonstrated problem-solving skills to handle unexpected situations or challenges that may arise during event planning and execution
• Quick thinking and adaptability are crucial
• Ability to work collaboratively with cross-functional teams, including volunteers, board members, vendors, and other stakeholders
• Strong interpersonal skills to build relationships and work effectively in a team environment
• A customer-centric mindset with a focus on delivering exceptional service and creating positive experiences for event attendees and clients
• Effective time management skills to prioritize tasks, meet deadlines, and manage competing priorities in a fast-paced environment
• Willingness to work evenings, weekends, and extended hours as needed, especially during peak event seasons
• Proficient in using event management software, Microsoft Office Suite (Word, Excel, PowerPoint), and online collaboration tools
• Ability to learn new software and technology platforms quickly
• Demonstrates a high level of professionalism, integrity, and ethical conduct in all interactions and representations of the organization
• Enthusiasm for the event planning industry and a genuine interest in creating memorable experiences for attendees

Responsibilities

• Plan, organize, and execute at least 3 HEUG (Higher Education User Group) meetings and regional conferences with 300+ attendees
• Plan the HEUG’s annual conference with 3000+ attendees from over 20 countries
• Coordinate logistics, including venue selection, contract negotiation, audiovisual setup, room assignments, and catering arrangements
• Develop and manage event budgets, ensuring financial goals are met
• Collaborate with internal teams and external vendors to ensure smooth execution of events
• Coordinate event registration and manage attendee communications
• Assist in developing event schedules, agendas, and program materials
• Work closely with the HEUG leadership and program committees to develop event programs and session content
• Collaborate with presenters and speakers to gather materials, coordinate session logistics, and ensure a seamless presentation experience
• Work with program teams to evaluate program proposals and make recommendations for session selections
• Develop and manage event mobile apps or online platforms to enhance attendee experience and engagement
• Conduct post-event evaluations and gather feedback to inform future program improvements
• Oversee on-site event logistics, including registration, signage, attendee check-in, and staff/volunteer coordination
• Manage event operations, troubleshoot issues, and ensure a smooth and positive attendee experience
• Coordinate speaker rehearsals, audiovisual setup, and any special event requirements
• Serve as the primary point of contact for attendees, addressing inquiries, providing information, and resolving issues
• Conduct post-event debriefings and share insights for continuous improvement
• Learn and utilize internal association management system (AMS) and integration with contracted event platform software (registration, abstract management, session scheduling, exhibitor portal, etc.)
• Track and analyze event metrics, such as attendance rates, participant feedback, and engagement levels
• Troubleshoot and resolve event-related technical problems promptly and efficiently
• Work with HEUG VP of Finance & Executive Director to create event budgets
• Monitor event budgets, expenses, and revenue, ensuring adherence to financial guidelines
• Prepare financial reports, including budget updates and post-event financial analysis
• Coordinate with the finance department for accurate recording and reporting of event-related transactions

Preferred Qualifications

Certified Meeting Professional (CMP) designation

Benefits

• Competitive compensation
• Comprehensive health benefits package
• 401(k) plan with employer match
• Healthcare and dependent-care flexible spending account
• Company short-term and long-term disability insurance
• Company culture that recognizes its employees
• Room for growth and development and management that cares about your professional growth and will help you achieve your goals
• Significant advancement opportunities for outstanding performers