Meeting Planner

Description

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Meeting Planner

Contract: Austin, Texas, US

Salary Range: 30.00 - 33.00 | Per Hour

Job Code: 372097

End Date: 2026-11-01
Days Left: 23 days, 3 hours left

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To Discuss more about this job opportunity, please reach out to Anwesha Mohapatra (LinkedIn URL - Anwesha Mohapatra - Collabera | LinkedIn ) , email your updated resume at Email - View email address on click.appcast.io . Thank you!

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

Job Title: Meeting Planner II

Location: Austin, TX 78727

Work Type: Onsite

Contract Duration: 04 to 06 Months, possible extension

Job Summary:

• 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.

Key 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.

Required Qualifications:

• 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 : The Company offers the following benefits for this position, subject to applicable eligibility requirements: 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)

Job Requirement

• Meeting Planning
• Event Coordination
• Conference Planning
• Vendor Management
• Event Logistics
• Budget Management
• Stakeholder Communication

Reach Out to a Recruiter

• Recruiter
• Email
• Phone
• Anwesha Mohapatra
• View email address on click.appcast.io

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