Plan, coordinate and execute logistical arrangements for corporate and client meetings. Meetings are conducted in-person, virtually and/or in a hybrid format. Responsible for site and vendor selection, contract negotiations, attendee recruitment, database management, lodging and travel. Supervise meeting functions and act as primary liaison between DRC staff, client, committee attendees and hotel or venue. Act as the project manager for department projects and initiatives as required. Position will be located in Maple Grove, MN.
Essential Position Qualifications:
Provide assistance with travel and meeting planning components of Education and Survey RFPs and proposals.
Meet with clients and organizing staff to plan scope and format of events, establish and monitor budgets, and review procedures and event progress.
Perform venue searches for meeting space and/or overnight accommodations including site inspections as needed.
Negotiate pricing, fees and best available rates for all aspects of the meetings; and within best interest of DRC and clients.
Ensure that cancellation deadlines, penalties/attritions and contracted space fits within scope of meetings.
Manage the services required for each meeting or event such as attendee registration (via Cvent), hotel accommodations, air or ground transportation (via Concur), meeting room requirements, audio visual needs, food & beverage, signage, and printing of forms and materials.
Provide onsite meeting support services, as needed.
Coordinate travel for meeting attendees, DRC staff and clients.
Audit hotel and meeting related invoices, oversee the payment to vendors.
Bachelor's degree required.
Minimum of 3-5 years related experience.
Knowledge and skills requirements:
Experience in meeting planning and management.
Working knowledge of meeting industry software, including web registration applications. (Cvent and Concur preferred)
Ability to work independently, honor deadlines and work cooperatively with other team members.
Proficient in all Microsoft Office tools.
Budgeting and accounting skills.
Strong written and verbal communication and relationship management skills.
Excellent interpersonal, project management and organizational skills.
Excellent negotiation skills.
Experience in contract negotiations.
Essential Job Functions:
Relate effectively and work respectfully with diverse work groups.
Ability to consistently perform well during times of increased work load.
Set and meet deadlines.
Manage multiple job functions simultaneously.
Ability to multi-task and be responsive to customer needs.
Ability to travel.
DRC retains the right to change or assign other duties to this position.