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Job Title

Meeting Planner

Company : United Methodist Committee on Relief

Location : New York City, NY

Created : 2019-08-10

Job Type : Full Time

Job Description

MEETING PLANNER Events ManagementAbout Us :United Methodist Women - National Organization is the policy-making body that manages and oversees the programs and projects of United Methodist Women (UMW). We accomplish this by equipping women and girls around the world to be leaders in communities, agencies, workplaces, governments and churches and to advocate for the oppressed and dispossessed with special attention to the needs of women and children. UMW builds supportive communities among women; engages in activities that foster growth in the Christian faith, mission education, and Christian social involvement, while working for justice through compassionate service and advocacy to change unfair policies and systems while providing educational experiences that lead to personal change in order to transform the world.Hours: 9:00am - 5:00pm (Monday - Friday)Location: 475 Riverside Drive, 15th Floor, New York, NY 10115Travel Required: Travel outside New York City is required.Up to 30% travel required. Must be available to work weekends during the events.FLSA Status: F/T ExemptPosition SummaryThe Meeting Planner will have sole responsibility for the successful planning, management and implementation of assigned events according to the logistic and legal needs of the organization for meetings of 100 and under. While on site they are in charge of smooth implementation, the safety and well-being of all attendees including the Board of Directors, staff and any officers and leaders of the broader organization from across the United States and around the globe. They will act as the top supervisor of all needed consultants and staff assistants for planning and implementation on site as requested.Essential Job Functions (other related duties may be assigned): Report to Director of Events Management and Events Manager. Plan and manage full meetings, with a financial understanding of how to come in on or under budget. On behalf of the organization, research and choose the best quality venues, hotels, catering, transportation, audio-visual companies, supply companies and more to meet the programming, logistics and financial needs of the event. Seek, interview, choose and hire vendors and/or consultants needed to achieve event goals. On average this will range from 4 - 10 people at any given time. Negotiate and manage contracts for above vendors. Guide all vendors in meeting UMW Green Meeting guidelines per their contractual agreement to do so. Make quick decisions under pressure to manage all Risk Management protocols protecting United Methodist Women against liability on site. This includes multiple health emergencies with ambulance pick-ups that happen often at our events due to our aging demographic. Use judgement and discretion and full confidentiality when representing UMW in conversations and planning with Board, Program Advisory Group, staff, outside press, UMW CEO, CFO and Cabinet members during Board Meetings, NMI Director Training, Development Training and more. Manage the on-site implementation of event, including: guest travel, room set-up, catering, equipment, signage, registration, shipping, and more, ensuring that all elements are up to UMW standards for quality and/or branding. Manage volunteers and key staff members during the planning and implementation of events. Manage the close-out for all events, ensuring that UMW has met all its financial and logistical obligations. Attend special trainings required to keep up to date on cutting edge events mgmt. software systems for registration, sponsorship applications, workshop management, mobile apps, evaluation systems, and ROI reports. Work with UMW staff to obtain visas for international guests. Manage the payment of invoices, ensuring that they are paid on-time and are recorded and tracked. Order on-going event related supplies from online sites, (i.e., Amazon, Staples and Office Depot.) and all shipping to and from events. Track and manage inventory in events management prop and supply closet. Other duties as assigned.Supervisory ResponsibilityThe Meeting Planner acts as the top supervisor of all needed consultants and staff assistants for planning and implementation on site as requested.Team ParticipationThis position may be requested to participate on special projects and/or events planning team. Participation in these circumstances is factored into the overall evaluation of performance.Special ConsiderationThis position requires contact on a regular basis with individuals and groups which are not part of the church's official structure. This work has an integrity which United Methodist Women respects as part of its work. In all areas of United Methodist Women's ministry, confidentiality in relationships must be respected.QualificationsThe Meeting Planner should have strong people skills, be energetic, personable, self-motivated, and self-directed. This person is able to maintain a calm demeanor while juggling rapidly changing priorities and moving the workload forward. This person is comfortable in a deadline-driven environment, can strategize and problem-solve. This position has a heavy logistical focus that requires independent thinking and attention to detail. The Meeting Planner will have final decision-making authority and use ultimate judgement and discretion when interacting with the most sensitive areas of the organization's work. Bachelor's Degree preferred or equivalent combination of education and work experience with logistical coordination of major events, event planning and/or mission agency or other women oriented non-profit organizations. Experienced professional with a minimum of two years in production/event planning environments. Familiarity with the United Methodist Church and its partnerships a major plus.Requirements Experience in event management and customer-service related roles. Experience in meeting management: basic hotel contracts, room-set up, catering, Audio/Visual. Extreme tact and discernment in maintaining financial information confidentially. Flexible leadership style with a strong attention to detail. Strong communication and organizational skills. Good people skills required. The ability to work with all personalities from "performer" personalities and their needs, to volunteers, Directors, Advisory Group members, and members. Knowledge of budgets and billing systems required. Understanding of basic contracts for performance and technical vendor participation Able to adhere to and organize multiple timelines and deadlines. Good communication skills with the ability to articulate complex pieces of logistical information in a clear and a concise way. Must have the ability to take complex lists of data and turn it into schedule for participants. Experienced in Excel, PowerPoint, and Word - table functions. Ability to quickly learn and use event management systems. Able to lift up to 25-pound boxes and other event related shipping items.Performance MeasurementSpecific measures of satisfactory performance, both objective and subjective, will be developed in consultation with the Human Resources Director & direct supervisor and in harmony with United Methodist Women's mission, cultural principles, and annual leadership priorities. This document will be the primary basis of future performance reviews.Are you a returning applicant? Previous Applicants: Email: Password:If you do not remember your password click here.