Event + Meeting Planner

Job Description

Job Description

We are looking for an Event Planner to support meeting and event operations for a mission-driven non-profit organization in Chicago, Illinois. This contract-to-permanent opportunity is ideal for a highly organized individual who can coordinate complex logistics, manage competing priorities, and handle confidential information with sound judgment. In this role, you will help drive the successful delivery of conferences, leadership gatherings, and other key events by overseeing schedules, communications, expenses, and on-site support.

Responsibilities:

• Coordinate logistical arrangements for conferences, meetings, and special events from early planning through final closeout, ensuring each stage stays on schedule and within established guidelines.

• Maintain central calendars, project timelines, and milestone tracking for department events and deliverables so stakeholders remain informed and deadlines are met.

• Prepare and distribute event communications, including meeting notices, announcements, and attendee updates, while monitoring shared inbox activity and responding appropriately.

• Organize lodging, audiovisual services, catering, ground transportation, and other event-related needs for assigned programs and gatherings.

• Provide in-person operational support during meetings and conferences, helping resolve issues quickly and ensuring a smooth participant experience.

• Review post-event billing, process expense documentation in Concur, and assist with reconciliation of receipts and invoices for accurate recordkeeping.

• Support administrative coordination across multiple projects, balancing shifting priorities while maintaining a high level of accuracy and professionalism.

• Handle sensitive information with discretion and apply sound judgment when working with executive communications, event details, and departmental materials.

• At least 3 years of hands-on experience supporting meeting planning, conference coordination, or event operations in a similarly complex organization.
• Strong written and verbal communication skills with the ability to interact effectively with internal teams, vendors, and diverse stakeholders.
• Demonstrated ability to manage several priorities at once, work independently, and remain organized in a fast-paced environment.
• Proven attention to detail, sound time-management skills, and the ability to stay calm and solution-oriented under pressure.
• Experience with expense tracking, invoice review, and basic accounting processes related to meetings or events.
• Intermediate proficiency with Microsoft Office applications, including Word and Excel, along with working knowledge of Concur and Cvent.
• College coursework or an equivalent educational background combined with practical experience in administrative or event support roles.
• Ability to maintain confidentiality and discretion when handling sensitive information and executive-level matters.