Meeting Planner

Location: Austin, TX 78727

Work Type: Onsite

Contract Duration: 04 to 06 Months, possible extension

About the role

The Meeting Planner II will organize, coordinate, and execute a high volume of onsite meetings and events in a fast paced enterprise environment.The role will partner with internal stakeholders, vendors, suppliers, facilities, and other teams to ensure seamless meeting execution.The Planner will manage meeting logistics, conference room scheduling, catering, audiovisual requirements, transportation, security, accommodations, and onsite support.The position requires strong organizational skills, attention to detail, effective communication, vendor management, and the ability to manage multiple priorities.The Planner will serve as the primary point of contact for internal customers throughout the meeting planning process and support larger national meetings when required.

Responsibilities

• Collaborate with internal customers to understand meeting objectives, requirements, timelines, and logistics.
• Manage onsite meeting planning activities including conference room scheduling, catering, audiovisual setup, transportation, security, building access, room layouts, evening events, and accommodations when required.
• Coordinate with vendors and suppliers to ensure quality service delivery and adherence to company requirements.
• Organize campus tours and coordinate with department leaders and teams to support organizational awareness and engagement.
• Develop detailed event timelines, planning checklists, communication plans, and onsite execution plans.
• Select, evaluate, and manage suppliers while maintaining required documentation and compliance records.
• Lead onsite event execution and resolve logistical or operational issues as they arise.
• Track meeting budgets and expenses while ensuring compliance with company policies and requirements.
• Maintain meeting records, attendee lists, conference room information, and post event feedback.
• Maintain and share a real time conference room calendar with Austin based teams and leaders, including stakeholder information and attendee counts.
• Serve as the primary point of contact for internal customers throughout the planning and execution process.
• Coordinate coverage and support with other meeting planning team members.
• Assist with planning large national meetings and provide onsite logistical support that may require travel.
• Support additional meeting related projects and responsibilities as assigned.

Requirements

• Bachelor’s degree or equivalent experience in event planning, hospitality management, business administration, or a related field.
• At least 5 years of professional meeting planning experience.
• Experience planning conferences, meetings, or events for internal customers.
• Strong organizational, communication, multitasking, and coordination skills.
• Demonstrated ability to manage multiple priorities in a fast paced environment.
• Strong problem solving skills and attention to detail.
• Ability to work evenings and weekends when required during peak event periods.

Preferred Qualifications

• Experience supporting large scale national meetings and events.
• Experience coordinating audiovisual, catering, transportation, facilities, security, and accommodation requirements.
• Experience managing external vendors and suppliers.
• Experience working in a large enterprise environment.
• Experience with conference room scheduling and event management systems.

Benefits

• medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time , paid sick and safe time , hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable)

Pay

Pay Range: $30/hr to $33/hr