Meeting Planner II

Overview

Job Summary:

The Meeting Planner II plans, negotiates, and executes complex meetings, trainings, incentive programs, and events that support business objectives while protecting the organization financially and operationally. Success in this role is defined by flawless delivery under pressure, trusted partnership with stakeholders, and disciplined stewardship of budget, risk, and attendee experience across domestic and international programs.

In-Office Requirement:

• Required in-office presence at least 4 days per week
• Travel up to 25% and some weekend work required

Responsibilities

Essential Functions:

• Plan, negotiate, manage, and execute all aspects of meetings, trainings, incentive programs, and events—from small meetings to large-scale, multi-day programs
• Serve as the primary point of contact for internal stakeholders across Operating Companies, adapting communication style and approach to meet varying needs
• Deliver a high level of customer service by guiding stakeholders as a subject-matter expert and setting realistic expectations around timelines, feasibility, and cost
• Negotiate contracts, manage attrition and cutoff dates, and mitigate financial and contractual risk
• Act as a project manager by creating detailed workplans, tracking milestones, and coordinating cross-functional partners (Comms, Procurement, HR, Finance, Marketing, Leadership)
• Build and manage event registration sites (e.g., Cvent) to capture attendee data, preferences, compliance needs, and reporting requirements
• Coordinate attendee travel processes through integrated systems (e.g., Navan) and ensure accuracy across platforms
• Prioritize and manage high volumes of work through effective multitasking, decision-making, and timeline management
• Produce and analyze reports related to registration, attendance, financials, service levels, and system adoption
• Monitor and follow up on registrations, including direct outreach when needed
• Oversee food & beverage, agenda flow, room usage, and on-site logistics to balance experience quality with cost efficiency
• Act as a financial steward by identifying cost-saving opportunities, sustainability considerations, and value-driven alternatives
• Partner with Communications to deliver clear, comprehensive pre-event and onsite attendee communications
• Manage on-site execution, including third-party staff and vendors, while serving as the operational leader during programs
• Ensure safety, security, medical preparedness, and risk mitigation—especially for incentive and international programs
• Reconcile invoices post-event, validate charges, and report financial outcomes to stakeholders and executive leadership
• Track year-over-year spend, identify savings, and support continuous improvement efforts
• Use advanced proficiency in event technology, Excel, and reporting tools to ensure operational accuracy and insight
• Contribute creative ideas and experiential enhancements that elevate the overall attendee experience

Qualifications

Minimum Education and/or Experience:

Education

• High School Diploma or equivalent (required)

Professional Experience

• 3-5 years of experience in corporate travel, meetings, or event planning, including domestic and international programs

Skills/Abilities:

• Proficient in Microsoft Word/Excel
• Excellent interpersonal, written, and oral communication skills
• Strong organizational skills and excellent attention to detail
• Ability to multi-task and interact effectively in a team environment
• Exceptional ability to work under pressure and meeting deadlines
• Demonstrates proactive approaches to problem-solving with strong decision-making capability

Core Competencies:

• Build relationships
• Develop people
• Lead change
• Inspire Others
• Think critically
• Communicate clearly
• Create Accountability

Benefits Overview:

Benefits are subject to change and may be subject to specific elections, plan, or program terms. This role is eligible for the following:

• Medical, dental & vision
• Hospital plans
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
• Company paid Short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Transportation benefits
• Employee Assistance Program
• Tuition Assistance
• Time Off/Leave (PTO, Allegis Group Paid Family Leave, Parental Leave)

Salary Range:

$59,100 - $88,700

The position is bonus eligible

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors .

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email Lauren Lara at View email address on click.appcast.io or call View phone number on click.appcast.io for other accommodation options.