[Hiring] Conference Meeting Planner @Opal Group

Role Description

Meeting Planners are responsible for managing the planning, logistics, and onsite execution of Opal Group conferences. The primary objective of this role is to ensure assigned events are successfully executed by:

• Coordinating vendors
• Managing event logistics
• Overseeing travel and accommodations
• Collaborating with internal teams to deliver a seamless conference experience for attendees, sponsors, speakers, and clients

Qualifications

• Bachelor’s degree preferred
• Valid U.S. entry visa required
• Advanced English skills in verbal and written communication are required
• 3+ years of experience in meeting planning, conference planning, hospitality, event management, or a related field
• Strong organizational skills with exceptional attention to detail and accuracy
• Experience coordinating travel, accommodations, vendor relationships, and event logistics
• Excellent project management and multitasking abilities, with the ability to manage multiple conferences simultaneously
• Professional, polished, and customer-focused communication skills
• Strong problem-solving skills and the ability to adapt in a fast-paced environment
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint
• Experience with CRM systems, registration platforms, or event management tools is preferred
• Self-motivated and able to work both independently and as part of a team
• Willingness and ability to travel to support live conferences and onsite event execution

Requirements

• Manage assigned conferences from planning through onsite execution, ensuring all logistical requirements are completed accurately and on schedule
• Serve as the primary coordination contact for assigned events and maintain communication with internal teams, vendors, speakers, sponsors, and attendees
• Source, coordinate, and manage event logistics including hotel accommodations, catering, audiovisual services, transportation, shipping, printing, and other vendor services
• Prepare event specifications and communicate conference requirements to vendors while assisting with contract review and cost management
• Monitor hotel room blocks, attendee accommodations, and related travel logistics
• Coordinate speaker, sponsor, and attendee information, ensuring all required materials and event details are collected accurately and on time
• Manage conference registrations, event databases, and logistical tracking documents
• Prepare event communications, planning documents, schedules, and operational materials
• Track conference expenses and support budget management efforts for assigned events
• Collaborate closely with Production, Audience Development, Sponsorship Sales, Marketing, Accounting, and Operations teams to ensure successful event execution
• Resolve attendee, sponsor, speaker, and vendor inquiries in a professional and service-oriented manner
• Travel onsite to manage event logistics, support conference operations, and ensure a successful attendee experience
• Maintain detailed records, timelines, and project plans to ensure deadlines and deliverables are met
• Additional responsibilities may be assigned as needed to support conference operations

Benefits

• 100% remote work environment with occasional travel to on-site conferences (based on position)
• Paid Time Off (available after 90 days), including:
• Vacation Days
• Sick Leave
• Compensatory Time
• One Wellness & Wellbeing Day, One Floating Holiday, and One Religious Observance Day per year
• Jury Duty Pay
• Paid Time Off for Voting
• Paid federal holidays with early release the day prior
• Summer Fridays
• All travel-related expenses covered for onsite events, including flights, hotel accommodations, and meals