Meeting Planner

Meetings & Conference Room Planner

The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project.

Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events.

Key Responsibilities:

• Collaborate with internal clients to understand meeting objectives, requirements, and logistics.
• Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required).
• Coordinate with vendors and suppliers to ensure quality service delivery.
• Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement.
• Develop detailed event timelines, checklists, and communication plans.
• Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements.
• Lead onsite event execution, troubleshooting issues as they arise.
• Track budgets, expenses, and enforce compliance with company policies.
• Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement.
• Work closely with others to ensure coverage and support.
• Serve as primary point of contact for internal customers throughout the planning process.
• Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders.
• Work onsite in Austin 5 days a week.
• Other meetings and meeting related projects as assigned.
• Assist in planning large national meetings and travel to support onsite logistics.

Qualifications:

• Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field.
• 5+ years of experience of meeting planning experience
• Proven experience in conference or meeting planning for internal customers.
• Excellent organizational, communication, and multitasking skills.
• Ability to work under pressure and adapt to changing circumstances.
• Strong problem-solving skills and attention to detail.
• Flexibility to work evenings and weekends as needed during peak event seasons.
• Up to 20% Travel
• CMP preferred

Additional Information:

• The compensation range described below is the range of possible base pay compensation that the Company believes in good faith it will pay for this role at the time of this posting based on the job grade for this position. Individual compensation paid within this range will depend on many factors including geographic location, and we may ultimately pay more or less than the posted range.
  
  This range may be modified in the future.
• We offer a comprehensive package of benefits including paid time off (vacation, holidays, sick), medical/dental/vision insurance and 401(k) to eligible employees.
• This job is eligible to participate in our short-term incentive programs.

Abb Vie is an equal opportunity employer and is committed to operating with integrity, driving innovation, transforming lives and serving our community. Equal Opportunity Employer/Veterans/Disabled.

US & Puerto Rico only - to learn more, visit

US & Puerto Rico applicants seeking a reasonable accommodation,  to learn more:

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Pay Range: $65500 - 125500 USD

Role is exclusively performed at a site or office and onsite presence is required. Employees who are site/office-based and can occasionally perform their role virtually work both in the office and remotely*, following the policies and regulations in place at their location. US Employees must be in the office on Tuesday, Wednesday, and Thursday with flexibility to work remotely on Mondays and Fridays.

Three days in the office is the minimum; some individuals or teams may require more in-office days due to meetings, business/project needs or their role.