Meeting Planner II

Job Summary:

The Meeting Planner II plans, negotiates, and executes complex meetings, trainings, incentive programs, and events that support business objectives while protecting the organization financially and operationally.

Success in this role is defined by flawless delivery under pressure, trusted partnership with stakeholders, and disciplined stewardship of budget, risk, and attendee experience across domestic and international programs.

In-Office Requirement:


* Required in-office presence at least 4 days per week


* Travel up to 25% and some weekend work required

Responsibilities

Essential Functions:


* Plan, negotiate, manage, and execute all aspects of meetings, trainings, incentive programs, and events—from small meetings to large-scale, multi-day programs


* Serve as the primary point of contact for internal stakeholders across Operating Companies, adapting communication style and approach to meet varying needs


* Deliver a high level of customer service by guiding stakeholders as a subject-matter expert and setting realistic expectations around timelines, feasibility, and cost


* Negotiate contracts, manage attrition and cutoff dates, and mitigate financial and contractual risk


* Act as a project manager by creating detailed workplans, tracking milestones, and coordinating cross-functional partners (Comms, Procurement, HR, Finance, Marketing, Leadership)


* Build and manage event registration sites (e.g., Cvent) to capture attendee data, preferences, compliance needs, and reporting requirements


* Coordinate attendee travel processes through integrated systems (e.g., Navan) and ensure accuracy across platforms


* Prioritize and manage high volumes of work through effective multitasking, decision-making, and timeline management


* Produce and analyze reports related to registration, attendance, financials, service levels, and system adoption


* Monitor and follow up on registrations, including direct outreach when needed


* Oversee food & beverage, agenda flow, room usage, and on-site logistics to balance experience quality with cost efficiency


* Act as a financial steward by identifying cost-saving opportunities, sustainability considerations, and value-driven alternatives


* Partner with Communications to deliver clear, comprehensive pre-event and onsite attendee communications


* Manage on-site execution, including third-party staff and vendors, while serving as the operational leader during programs


* Ensure safety, security, medical preparedness, and risk mitigation—especially for incentive and international programs


* Reconcile invoices post-event, validate charges, and report financial outcomes to stakeholders and executive leadership


* Track year-over-year spend, identify savings, and support continuous improvement efforts


* Use advanced proficiency in event technology, Excel, and reporting tools to ensure operational accuracy and i...