Meeting Planner

at  Society of Actuaries Research Institute

MEETING PLANNER

This is a hybrid position. Candidates must reside within a 100-mile radius of our home office in Chicago, IL.

YOUR PURPOSE:

The Meeting Planner is responsible for the successful planning and execution of SOA volunteer meetings and other assigned events. The position will support the Director and team members with additional responsibilities and meetings as assigned. The position is responsible for all operational aspects of event planning, coordinating site selections, hotel negotiations / contracting, logistics and expense reconciliation.
This is a highly visible position that interacts with SOA staff, members, volunteers and represents the organization to the hospitality industry. The position requires a highly self-motivated individual who possesses excellent project management, organizational, communication, and customer service skills. The position requires travel to meetings/events and professional development training.

WHAT YOU’LL DO:

• In collaboration with the Director, Meetings and Events; manage the RFP process for assigned event locations and services. Includes preparing RFPs, reviewing proposals, and negotiating contracts while adhering to SOA policies and minimizing risk to the organization.
• Serve as the primary liaison to venues, vendors, and contractors.
• Cultivate and maintain relationships with various suppliers, including hotels, audio-visual companies, and convention bureaus.
• Serve as the department representative with other SOA departments.
• Conduct site inspections.
• Responsible for all logistics related to assigned meetings and events including event shipments.
• Responsible for rooming lists and pick up/tracking reports for assigned meetings and perform housing audits.
• Assist with budget recommendations, expense management, and financial reconciliation.
• Support the creation and maintenance of department SOPs.
• Membership and participation in industry association(s).
• Onsite event management as needed.
• Other duties as assigned.