Meeting & Event Planner

Job Description – Meeting & Event Planner (250000AH)

Meeting & Event Planner

In this exciting role, the Meetings & Events Planner will own the planning and delivery of small and medium‑size meetings and events, as well as actively assist in program delivery elements for larger and more complex meetings, utilizing standard processes and procedures to achieve client satisfaction. As an Event Planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences. We are looking for highly organized, detail‑oriented individuals, who are flexible, thrive in a fast‑paced environment and handle multiple projects with tight deadlines. This role requires initiative, self‑motivation, flexibility, creativity, and collaboration to be able to assist in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. We are looking for an experienced rock star events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs. Fluency in German required for this role.

Main Responsibilities

• Determines purpose of the meeting, prepares a project plan with specifications, and obtains historical information related to program
• Identifies stakeholder needs, prepares program outlined (e.g. topics, content, speakers), designs program details to meet needs of participants, determines technology requirements
• Proactively escalates potential client, program, or delivery issues for timely resolution.
• Owns or actively assists in determining the purpose of the meeting
• Prepares a project plan with specifications, and obtains historical information related to program
• Plans, orders, and oversees technology requirements
• Conducts a pre‑meeting briefing and post‑con with suppliers and facility providers
• Plans/creates agendas for site inspections
• Identifies ancillary revenue sources and/or cost savings opportunities
• Develops budget for meeting which may include vendor contract negotiations
• Ensures completion of payment and/or billing process
• Manages according to the budget
• Conducts RFP process
• Responsible for group reporting requirements
• Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines
• Assesses risk management to determine insurance and operation needs
• Secures and communicates transportation/travel arrangements
• Determines setup for function rooms including seating and AV
• Manages all food and beverage needs
• Prepares and reviews housing reports in a timely manner
• Coordinates shipping of materials if required
• Complies with M&E technology usage as required
• Secures third party vendors and manages contractual relationship
• Determines food and beverage requirements that support program objectives
• Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities
• Provides program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review
• Travels onsite for assigned programs acting as the business lead meeting owner as required
• Proactively escalates potential client, program, or delivery issues for timely resolution
• Performs time tracks as requested by management
• Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings
• Identifies up selling opportunities and action or informs manager
• Performs other duties as assigned

Qualifications

Education: College diploma or degree in related field

• 3-5 years of meeting and event management experience including at least 2 year of support mid‑scale events.
• 3-5 years of Pharmaceutical Convention and Congress

Knowledge, skills and abilities (KSAs)

• Excellent oral/written communication skills in both German and English
• Critical thinking skills
• Organizational skills
• Are able to work under pressure, cope with competing demands, establish priorities and deliver to fixed dates
• Facilitates collaborations with teammates to obtain support and knowledge
• Anticipates issues and proactively propose solutions
• Develops solid interpersonal relationships through strong communication and problem solving skills
• Can negotiate, influence, take risks and communicate with business leaders
• Foster diversity, be inclusive, think globally and drive engagement
• Strong knowledge of Microsoft Office products
• Cvent meeting technology tool preferred
• Travel industry knowledge preferred
• Travel 40% of the time

Work Arrangement

Remote, Hybrid (average of min. 2 days), Onsite-CWT Office

Live and work by CWT values

• Leadership
• Passion
• Caring
• Integrity

CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

As an Equal Opportunity Employer/Affirmative Action employer, CWT will not discriminate in its employment practices due to an applicant\’s race, color, religion, sex, national origin, veteran status, disability status, sexual orientation, gender identity or any other federal, state or local protected class.

CWT also offers opportunities to all job seekers including job seekers with disabilities. If you need a reasonable accommodation to assist with your job search or application for employment, please by filling our contact form In your message please include a description of the specific accommodation you are requesting and a description of the position for which you are applying.contact us

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