Meeting Planner

About the role

The Meeting Planner supports the planning, coordination, and execution of AES conferences, meetings, and events, including the AES Annual Meeting, Board of Directors meetings, committee meetings, staff retreats, ancillary meetings, and industry-related programs.

This role provides logistical and project-based support across the meetings and industry relations portfolio, with responsibility for coordinating meeting space, travel, registration and housing support, signage, vendor communications, on-site operations, and sponsor or exhibitor fulfillment activities. The role reports to the Senior Manager, Meetings & Events and supports AES’s commitment to excellence, collaboration, inclusivity, and improving the lives of people with epilepsy.

Responsibilities

• Plan, coordinate, and execute AES conferences, meetings, and events
• Manage meeting space, travel, registration, and housing support
• Coordinate signage, vendor communications, and on-site operations
• Fulfill sponsor and exhibitor activities
• Work cross-departmentally with staff, volunteers, vendors, hotels, convention centers, exhibitors, sponsors, and other external partners

Requirements

• At least five years of progressive experience in meeting planning and conference logistics
• Experience within a not-for-profit or association environment preferred
• Highly organized and detail-oriented
• Able to manage multiple priorities effectively