Meeting Planner

About the role

The Meeting Planner reports directly to the Director, Meeting & Travel Services at the American Academy of Pediatrics (AAP).

Responsibilities

• Manage logistics for all assigned meetings, including function space assignments, food and beverage planning, transportation, rooming lists, audiovisual requirements, security, and temporary help.
• Serve as the primary on-site AA Representative for assigned AAP meetings.
• Cultivate and manage hotel and vendor relationships pre-event and onsite, maintaining proactive communications and establishing clear expectations.
• Develop, track, and manage CME course budgets, including expense forecasting, audiovisual pricing analysis, invoice tracking, and reconciliation for assigned meetings.
• Solicit, negotiate, and manage contracts with hotels, venues, and suppliers for CME courses to secure favorable terms, mitigate organizational risk, and ensure agreements align with the AAP’s strategic and financial interests, including site visits if necessary.
• Assist with contracting ancillary hotels for the National Conference & Exhibition.
• Develop and maintain strong relationships with suppliers and other meeting planning professionals (e.g., industry events, professional development opportunities, etc.).
• Assist with National Conference activities as assigned.
• Maintain and continuously enhance the department’s meeting planning templates, contract templates, SOPs, and best practices to support consistency, knowledge sharing, process improvement and organizational effectiveness.
• Stay current on industry trends to recommend new/enhanced processes to improve work initiatives and meeting attendee experience.

Requirements

• Bachelor’s degree in hospitality management, communications, business or related discipline or an equivalent combination of relevant education and work experience required.
• Professional designation (CMP, CAE) preferred.
• At least three years’ related meeting planning experience required, including managing meeting specifications, contract negotiations, budget management and forecasting, and on-site support.

Qualifications

• Must be detail oriented, able to manage multiple priorities simultaneously, display exemplary customer service skills, work both independently and as part of a team, take initiative, collaborate effectively with various internal and external high level constituents, and promote and maintain a positive and cooperative team-orientated work environment with a commitment to fostering a culture where everyone feels valued and respected.
• Excellent verbal/written communication, negotiation, critical thinking, interpersonal, diplomacy, organizational, and project management skills required.
• Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies including the use of AI; experience with event management/registration software (e.g., Cvent), virtual meeting platforms (e.g., WebEx, Teams), and document collaboration platforms (e.g., SharePoint) preferred.

Skills

• Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies including the use of AI; experience with event management/registration software (e.g., Cvent), virtual meeting platforms (e.g., WebEx, Teams), and document collaboration platforms (e.g., SharePoint) preferred.

Benefits

Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf

Pay

A reasonable estimate of the current base pay range for this position is $63,438.82 - $66,982.50.

Schedule

Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.

Location

Hybrid working arrangement of 40% on-site at our Itasca, IL office.

Equal Opportunity Employer

The AAP is an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.