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JOIN OUR TEAM

Associate Event Planner

Full-Time, Remote

Preferred Start Date: Early September

Simple Meeting Solutions is a boutique meeting and event management consultancy specializing in the comprehensive management of corporate events. We strive to simplify the event management process for our clients by leveraging our expertise, agile delivery, and turn-key approach to service.

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Our small but growing team is seeking an Associate Event Planner to act as a key member of our event planning and execution process. This person will take the lead on all event logistics, supporting our clients in the core components of their corporate events. 

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The qualities that will empower the Associate Event Planner for success in this role are a meticulous attention to detail, a proactive approach to problem solving, ability to calmly manage multiple competing priorities and projects, exceptional time management and organizational skills, and strong professional communication skills.

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At Simple Meeting Solutions, we take pride in creating best-in-class experiences for our event attendees and incomparably simple planning experiences for our clients. We are committed to executing events to the highest standards of quality and efficacy, taking seriously our role as stewards of our clients’ investments in their event programing. We are creative problem solvers, innovative designers, and out-of-the-box thinkers. We are passionate about the work we do, and we strive to distinguish ourselves as the best of the best.

Responsibilities

  • Source, research, and propose vendors for all event needs (group activities, transportation, offsite dining, photography, entertainment, décor, etc.)

  • Review and negotiate vendor contracts and coordinate vendor payments

  • Create event concepts, themes, unique experiences, and other event elements that advance the clients’ objectives

  • Present concepts and proposals on client calls and answer client questions

  • Curate food and beverage menus, negotiate pricing, present options to the client, and coordinate all elements of food and beverage events (dietary restrictions, guarantees, service style, etc.)

  • Coordinate event specifications including setup, event timeline, load-in/out arrangements

  • Coordinate event audio/visual setup with AV teams and service providers

  • Work directly with hotel conference services team to develop the BEOs, setup diagrams, group resumes, etc.

  • Manage group transportation (create and monitor manifests, coordinate arrivals/departures onsite, manage transportation vendors)

  • Compose and manage rooming lists, monitor room pick-up, make rooming changes

  • Assist in supporting attendees by answering questions, making changes, and providing guidance to ensure a smooth event experience 

  • Facilitate the creation of event collateral including signage, materials, name badges, and other printed items.

  • Manage event sponsorship programs and tradeshows 

  • Manage event onsite from start to finish, acting as the primary point-of-contact for the venue and vendors (travel is required)

  • Assist in maintaining the event budget by tracking quotes and invoices and monitoring spend

  • Collaborate effectively with SMS event team including the Principal Planner and the Event Assistant through use of web-based project management tools including Monday and Slack

  • Provide responsive and proactive communication to clients, vendors, and team members through email and phone calls

  • Actively track hours worked by project to ensure accurate client billing

  • Available to assist afterhours as needed on urgent client matters 

Qualifications

  • Corporate event experience: A minimum of 3 years’ experience handling all aspects of corporate events. A demonstrated familiarity with standard corporate event elements including hotel contracts, rooming lists, BEOs, diagrams, audio/visual terms, food and beverage best practices.

  • Strong writing and communication skills: the ability to succinctly summarize information, coherently and professionally communicate information, and compose professional emails with complete sentences, correct capitalization and punctuation, and correct spelling.

  • Strong analytical skills: the ability to review a lot of options, distill distinguishing features, and make comparisons.

  • Meticulous attention to detail: the ability to manage and manipulate a lot of data with minimal errors, the ability to catch and fix errors, the ability to consider the implications of decisions and connection of details, and the ability to keep track of a lot of data and moving pieces.

  • Hospitality-mindset: providing best-in-class customer service, promptly answering emails, maintaining a friendly and positive demeaner even in stressful situations, and creating a pleasant client experience from beginning to end of each project.

  • Proactive approach to problem solving: the ability to identify potential problems and present possible solutions, prompt attention to unexpected challenges, clear communication when problems arise.

  • Strong organization and time management skills: maintaining a disciplined personal organization system of emails, documents, and projects to maximize efficiency and efficacy. 

  • Inquisitive and adaptive: willingness to ask questions, to learn new tools, and accept feedback/guidance.

  • Self-directed: ability to manage daily workload without oversight or frequent direction; ability to prioritize and triage competing tasks and deadlines.

  • Technology proficient: adept at using Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook) and other software tools required for project management.

  • Ability to travel 40-50% 

  • CMP preferred but not required

Compensation & Benefits

  • Base salary paid biweekly, commensurate with experience

  • Annual bonus based on the performance of the business

  • Paid Time Off:

    • 12 days of flexible PTO time issued annually, starting after 3 months of employment

    • 10 paid holidays annually

    • 4 Mental Health Days: 1 paid day off per quarter for the purposes of maintaining positive mental health

  • $50 monthly telecommunication stipend

  • Provision of office equipment including laptop and printer for use during employment

  • Annual professional development stipend to cover costs of a class, conference, certification, etc.

  • TSA Pre-Check application reimbursement (if needed)

To Apply:

  • Compose a brief cover letter that addresses the following:

    • Tell us a little about yourself – your personality and your professional style

    • What do you enjoy about event planning

  • Provide a resume detailing your relevant experience

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Click "Apply Now" to complete the application form and upload your cover letter and resume.

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