Meeting Planner

About the role

We are seeking an experienced Meetings & Conference Room Planner to coordinate and execute a high volume of onsite corporate meetings and events. This individual will manage meeting logistics from initial planning through onsite execution, partnering closely with internal stakeholders, vendors, facilities, and other cross-functional teams. The ideal candidate has strong corporate meeting planning experience, excellent organizational and communication skills, and the ability to manage multiple events and changing priorities in a fast-paced environment.

Location: Austin, TX 78727 (100% Onsite). Contract Duration: 3 Months, with potential to extend or convert to a permanent position based on performance and/or business needs. Travel: Up to 20%. The role requires onsite work in Austin five days per week, with flexibility to occasionally work evenings or weekends based on event schedules.

Responsibilities

• Plan and coordinate onsite corporate meetings, conferences, and events from start to finish.
• Partner with internal stakeholders to understand meeting objectives, requirements, timelines, and logistics.
• Coordinate conference rooms, catering, audiovisual needs, room layouts, transportation, security, building access, accommodations, and evening events as needed.
• Maintain and communicate an accurate, real-time conference room and meeting calendar.
• Coordinate with facilities and internal teams to ensure appropriate room setup and event support.
• Manage external vendors and suppliers and ensure services meet company requirements and expectations.
• Develop event timelines, checklists, attendee communications, and logistical plans.
• Serve as the primary point of contact for internal customers throughout the planning and execution process.
• Provide onsite event support and quickly troubleshoot scheduling or logistical issues.
• Coordinate campus tours and communicate plans with appropriate departments and leadership teams.
• Track event budgets, expenses, attendee information, and post-event feedback.
• Maintain meeting and supplier records in accordance with company policies.
• Support large national meetings, including occasional travel for onsite execution.
• Collaborate with other team members to ensure appropriate meeting and event coverage.

Qualifications

• Bachelor’s degree in Event Planning, Hospitality Management, Business, or a related field, or equivalent professional experience.
• 5+ years of professional meeting or event planning experience.
• Demonstrated experience planning and executing corporate meetings for internal stakeholders.
• Experience coordinating vendors, catering, AV, facilities, room setups, and other event logistics.
• Excellent organizational, communication, and stakeholder management skills.
• Strong attention to detail with the ability to manage multiple meetings and priorities simultaneously.
• Strong problem-solving skills and ability to adapt quickly to changing circumstances.
• Ability to work onsite in Austin five days per week.
• Ability to travel up to 20%.
• Flexibility to occasionally work evenings or weekends based on event schedules.
• Certified Meeting Professional (CMP) certification preferred.

Pay

Pay Rate: $34-$36/hour