Meeting Planner
US-MO-St. Louis
Enterprise US
Req #: 502547
Type: Regular Full-Time
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Overview: As we continue to build our team in support of our vision to be the world's best and most trusted mobility company, the Meetings & Travel department has an opportunity for a Meeting Planner to join the team! The Meeting Planner designs, plans, procures and executes corporate meetings and events. This position serves as the lead in planning 2-4 annual meetings and performs a secondary role in supporting and operating other meetings and events by focusing on multiple specialty areas (audio-visual, food & beverage, housing & registration, transportation). This role ensures seamless execution from initial concept to post-event evaluation, delivering a high-quality experience for attendees while meeting organizational objectives. It is ideal for a detail-oriented professional passionate about creating memorable, impactful events while fostering collaboration and innovation. This position reports into our Corporate Headquarters in St. Louis, MO Enterprise offers an excellent benefits package with market-competitive pay, comprehensive healthcare packages, 401k matching & profit sharing, schedule flexibility, paid time off, and organizational growth potential. Compensation decisions will be made based on factors that include, but are not limited to experience, education, location and skill level Company Overview Enterprise Mobility is a leading provider of mobility solutions, owning and operating the Enterprise Rent-A-Car, National Car Rental and Alamo Rent A Car brands through its integrated global network of independent regional subsidiaries. Enterprise Mobility and its affiliates offer extensive car rental, carsharing, truck rental, fleet management, retail car sales, as well as travel management and other transportation services, to make travel easier and more convenient for customers. Privately held by the Taylor family of St. Louis, Enterprise Mobility together with its affiliate Enterprise Fleet Management manages a diverse fleet of 2.3 million vehicles and accounted for nearly $35 billion in revenue through a network of more than 10,000 fully-staffed neighborhood and airport rental locations in more than 90 countries and territories. Responsibilities: We are hiring now for immediate openings. Responsibilities include: * Vendor Selection: * Maintain current knowledge of travel industry trends, product and services to aid site and vendor selection and sourcing decisions * Qualify meeting goals, budget, specifications and preferences with business owner(s); research destinations, vendors and hotel availability that fit qualified goals and preferences * Source qualified service providers for accommodations and function space, outside venues, ground transportation, décor, audio-visual services, local staff, etc. * Site Inspections: * Set site visit goals and develop a schedule to optimize time spent on site; confirm arrangements with service providers; clarify teammate roles * Conduct site visits (solo, if required); compile timely trip reports and distribute key findings to stakeholders; resolve pending action items; draw conclusions and organize supporting data and visual aids * Present meeting recommendations to Senior Meeting Planner and Manager prior to formally presenting to meeting host(s); understand audience, attendee demographics, buying criteria and budget constraints * Vendor Contracts and Negotiations: * Review, negotiate, amend and process contracts and check requests for signatures based on department guidelines and delegated authority * Strategically prepare and conduct vendor negotiations to leverage company's buying power and drive economies; maintain a negotiations log and review with Manager semi-annually * Planning, Coordination, Operations and Attendee Engagement: * Document and execute master plans (project timelines, meeting checklists, banquet event orders, staffing plan, show flows) for all required on-site services: audio-visual, food and beverage, accommodations/registration, meeting room assignments, transportation, activities, VIP services, room amenities, pre-trip communication, etc. * Conduct pre-convention meeting with service providers to ensure all key stakeholders are "on the same page" and have a "plan B" prior to operation * Facilitate post-con meetings with service providers addressing on-site performance, capturing best practices and negotiating reimbursements when warranted * Work with Senior Meeting Planner and Manager to recommend/maximize team/individual productivity, foster accountability and minimize on-site expenses * Lead best practices training sessions for administrative support staff prior to program operation * * Reporting and Analysis: * Forecast and track expenses throughout the planning process; investigate and explain variances; expedite final invoice reconciliation and payment via Hotel/Accounting representatives * Recommend cost containment options to meeting host(s) and take action on approved strategies with service providers; compile and share savings summary with teammates * Develop, distribute, compile and analyze stakeholder satisfaction surveys; make continuous improvement recommendations to stakeholders; * Document best practices and apply key learnings to future meetings to increase impact and drive value * Seek to improve job performance through self-assessment, skill development, training and goal setting * Maintain a regular and reliable level of attendance and punctuality * Perform miscellaneous job-related duties as assigned Competency Based: * Ethics and Values * Persuading and Influencing * Planning and Organizing * Problem Solving * Resilience * Results-Oriented * Working With a Team Equal Opportunity Employer/Disability/Veterans Qualifications: Required: * Bachelor's Degree * Must have a minimum of 3 years of customer service experience * Must have a minimum of 5 years with meeting planning and procurement experience including contract negotiations with hotels, audio visual production companies, destination management companies, off site venues, keynote speakers, etc * Must have large group (100+ attendees) experience * Ability to travel approximately 30% * Must be able to lift up to 20lbs * When operating in person meetings (6-8 times/year), must be willing and able to walk (average 20,000 steps/day), stand for multiple hours, and potentially working outside in all types of weather and temperatures * Expected to be comfortable using a telephone with or without a headset, computer system with multiple software programs, tablet, cell phone & smartphone apps, Microsoft Office products, including Teams and Sharepoint sites, printer and copier * Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future Preferred: * Certified Meeting Professional (CMP) Certification * Experience with Stova (formerly Aventri online registration system), or similar (Cvent, etc.) * Experience with virtual and hybrid events
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