Assistant Meeting Planner

Responsibilities

• Manage all aspects of the meeting and event planning process, including sourcing, contracting, planning, on-site execution, registration, food and beverage, transportation, and budget tracking.
• Support managers with small to large-scale meetings and convention-size events, acting as an assistant throughout the full planning lifecycle.
• Oversee the sourcing process by reviewing sourcing results, verifying meeting and event space, and confirming that venue options meet program requirements.
• Avoid contract review by identifying key requirements, summarizing terms, and reporting contract details to the program manager or relevant stakeholders.
• Follow up with catering and food and beverage providers to ensure menus, quantities, timelines, and special requirements are clearly communicated and confirmed.
• Care for event signage by planning placement, content, and production timelines to support wayfinding and branding.
• Aid with registration and housing by coordinating registration needs, managing attendee data, and supporting the design and execution of registration processes.
• Aid with hotel rooming lists and accommodations, ensuring accurate, timely room assignments and special requests for attendees.

Essential Skills

• Minimum of 3+ years of experience planning meetings and events.
• Proficiency in MS Office, particularly Excel, Outlook, Word, and PowerPoint.
• Strong written and verbal communication skills, with the ability to communicate clearly with internal and external stakeholders.
• Ability to collaborate effectively with all levels of the company and cross-functional partners.

Additional Skills & Qualifications

• Experience managing the full lifecycle of conventions, meetings, and events, from understanding management’s vision through to execution.
• Creative problem-solving and analytical thinking skills to develop effective event solutions and troubleshoot issues.
• Experience developing scopes of work and compiling rationale to support recommendations for selected venues and vendors.

Work Environment

This is an in-office role that operates during regular business hours, providing a structured and collaborative work environment. The position supports a high-volume corporate event planning function, offering exposure to complex, large-scale meetings and conventions and the opportunity to gain high-level experience in a dynamic corporate setting.

Job Type & Location

This is a Contract position based out of Saint Louis, MO.

Pay And Benefits

The pay range for this position is $25.00 - $33.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.