[Hiring] Senior Meeting Planner @Impact Association Management

Role Description

We are actively searching for a Senior Meeting Planner (SMP) to add to our team. If you have experience managing meetings, conferences, and webinars for associations or non-profits, are an amazing multi-tasker, thrive while working independently, learn new programs quickly, are ridiculously organized, and would list leading and implementing programs for increased attendance and revenue as some of your best skills, we want to hear from you!

This is a unique opportunity to work with a number of association clients, providing full-scope event management services for small to mid-sized meetings and events.

The primary job of a SMP is to successfully execute all meetings included under the contracted scope of services for their clients. Responsibilities include:

• Acting as a primary point of contact for the client.
• Fulfilling daily event-related needs and ensuring smooth functioning of client teams.
• Working under the direction of a Meeting Director (MD) when applicable.

Typical meetings are 1-3 days in length, have 50-100 attendees, sponsors, a small number of exhibitors, poster sessions, keynote and breakout sessions, and off-site receptions. This position will be full-service in nature, managing all aspects of the meeting process.

Event management:

• Lead the full event lifecycle, including planning timelines, deadline tracking, and progress updates.
• Manage all logistics and details for conferences, meetings, and events, including on-site execution and post-event activities (e.g., surveys, budget reconciliation).
• Oversee continuing education programming, including CE tracking and submission, abstract submission, speaker, and moderator management.
• Coordinate and support all event volunteers, including training.
• Regularly update procedures and maintain accurate documentation for all work completed.

Marketing and communications:

• Develop and execute marketing and communication plans to promote events and increase engagement.
• Compile, format, and distribute content and documents for client events and communications.
• Review and coordinate outgoing client mailings.

Technology:

• Create, test, and manage event registration platforms.
• Recommend, implement, and support technology tools used for meetings, communications, or content delivery.
• Input and manage content across various platforms, including websites, databases, and learning systems.

Stakeholder and team management:

• Support and guide meeting committees through regular communication, material preparation, and meeting facilitation.
• Provide comprehensive speaker management, including communication, content collection, and on-site support.
• Manage sponsor relationships, including outreach, materials, deliverables, and onsite needs.
• Delegate and oversee work of assigned team members (e.g., Meeting Coordinators and Meeting Interns) when applicable.
• Proactively keep client teams up to date on work, priorities, and progress.

Strategic growth and execution:

• Develop and implement strategies to increase attendance and revenue.
• Collaborate with clients and internal teams to align event plans with client goals.

This job also requires travel as you will be expected to attend client events and professional development conferences throughout the year.

Pay range for this position: $58,000 - $72,000 annually

Qualifications

• Minimum of 5-8 years of full-scope, professional meeting management experience.
• Bachelor’s degree required.

Requirements

• Experience working with/for professional and trade associations preferred.
• International meeting planning experience preferred.
• Experience with scientific conference management, including abstract submissions, review and organization, poster coordination, and support of scientific meeting programming preferred.
• Employees must be consistently available during Impact’s core work hours: 9:00am - 3:00pm Central Time.

Benefits

• A flexible work environment:
• The opportunity to work remotely.
• Four hours of flex time each week.
• Optional half-day on Fridays once all hours are completed.
• Unique company holidays and time off:
• Impact offices close for a full week of paid holiday time:
• At the end of June for our annual “Summer Break.”
• Between Christmas Eve and New Years Day.
• All employees receive one day of paid PTO to use as a “floating holiday” each year.
• Continuous learning and growth:
• Regular paid professional development opportunities.
• Opportunities for advancement and internal movement.
• Opportunities to connect with coworkers:
• Monthly social events and regular team activities such as games, book clubs, informal chats, and more.
• Paid group volunteer opportunities with local organizations.
• Knowing you are a valued member of the team:
• Open and accessible communication with leadership.
• Encouraged company-wide recognition.
• An inclusive work environment.
• Additional benefits:
• Paid time off, medical, dental, vision, 401K, paid holidays, life insurance, short/long term disability, and wellness.
• Company-provided equipment and technology.

Impact embraces diversity and equal opportunity in a serious way. We are committed to fostering a culture of diversity, inclusion, equity, anti-racism, and cultural competence among our leadership, staff, and members. We recognize that diverse teams make the strongest teams and we encourage people from all backgrounds to apply.