Meeting & Event Planner - Wakefield, MA

WANTED:

An enthusiastic events professional who can implement effective solutions to create spectacular experiences, both online and in-person, for our local, national and international clients! The ideal Meeting & Event Planner will be a self-starter, with the ability to work well under pressure, work independently with minor supervision and have strong problem-solving skills. Are you ready to join the team?

The Meeting & Event Planner, a mid-level role, manages the coordination and preparation of events for assigned clients. This position will work closely with the Event Coordinator, Events Manager and Director of Global Events, as well as other Virtual staff to ensure the successful implementation of assigned client event services.

Preference for local candidates to work out of our Wakefield, MA office 3 days/week (Tuesday & Thursday anchor days, 1 floating day).

Here's what you'll do:

Event Planning:

• Plan and manage logistics for domestic and international events, including venue selection, catering, AV arrangements, and marketing coordination.
• Negotiate contracts with venues, hotels, and vendors to ensure cost-efficient high-quality events.
• Create and manage event budgets, maximizing resources.
• Travel onsite as needed to oversee event operations.
• Manage online meeting registration systems and provide regular reports to clients.
• Develop programs, agendas, and services according to client requirements.
• Coordinate administrative details and ensure compliance with regulations.
• Review and approve event bills for accuracy.
• Assist in developing event-related marketing materials and websites.
• Coordinate event insurance when necessary.
• Ensure sponsors receive and utilize benefits effectively.

Client Relationships:

• Meet with clients and organizing committees to plan the scope and format of events, establish and monitor budgets, and to review administrative procedures and event progress.
• Work with clients to determine objectives and requirements for events such as meetings, conferences, and conventions.

Event Technology:

• Stay updated on new technology to support event planning and enhance attendee experience.

Other Responsibilities:

• Provide administrative support as needed; manage other projects as needed.
• Provide direction to Events Intern.

As our next Meeting & Event Planner, you will bring:

• 3 years meeting planning experience, marketing and administrative experience required;
• Bachelor's degree with a concentration in hospitality management preferred;
• Working knowledge of latest technology designed for events;
• Proven ability to create and manage budgets;
• Experience managing AV and technology contracts;
• Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment;
• Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills;
• Excellent customer-service and interpersonal skills;
• Strong writing and editing skills;
• High level of creativity and "rolled up sleeves" working style;
• Ability to travel domestically and internationally as needed up to 25%;
• Demonstrated strength in Word, Excel, PowerPoint, Project Planning software and knowledgeable about Adobe; Cvent experience a plus;
• Experience working with multiple cultures across all time zones a plus

The target hiring range for this role is $60,000 - $70,000 USD (annually). The starting base salary will be determined based on skills, experience, location, and other job-related factors. In addition, our total rewards package includes a robust medical, dental, and vision insurance plan (free option available for individuals); generous short- and long-term disability, supplemental life insurance, health care and dependent care, Flexible Spending Accounts, 401(k) savings match, paid parental leave, financial planning workshops, pre-paid legal plan, discretionary annual bonus and merit increase, and unlimited paid vacation time.

About Virtual Inc:  

Virtual Inc. was founded in 1999 and is headquarted in Wakefield, MA.

We are more than a professional services firm. We've helped some of the world's leading global membership organizations Make Their Mark on the World. Whether bringing new groups to life or getting existing groups unstuck, we deliver extraordinary results and game-changing growth for our global portfolio of clients; a lineup of who's who of tech leaders, standards trailblazers, certification bodies, open-source powerhouses, and professional societies - many comprised of some of the largest brands in the world.

At Virtual, you'll be part of a team that truly lives its values every day - trust, respect, inclusion, innovation, service excellence, empowerment, teamwork, generosity, and fun - and it's why we've been recognized twice as a Best Place to Work.