Meeting Planner

Overview

Responsible for planning, negotiating, developing and executing business meetings and events for all divisions to ensure successful, cost‑effective meetings and events.

• Partners with business units to plan meetings to ensure Paychex Meeting Policy is adhered to and the meeting objective is achieved. Provides recommendations based on research and experience to ensure meeting outcomes. Reviews meeting guidelines and expectations while administering company travel policy and procedures with meeting requestor through the initial qualifying process. Assists meeting requestors with budget management through accurate cost estimates, asserting policy compliance and providing counsel on options to reduce costs.
• Researches, negotiates and manages contracts for all meetings and events to ensure cost effectiveness and to reduce risks. Maintains quality relationships with existing vendors and researches new vendors who can provide more cost effective and creative services that meet organizational standards.
• Develops and executes logistical aspects of all assigned in-person and virtual meetings including, but not limited to, virtual platform recommendations, lodging, meeting space, meals, audio-visual, air, and ground transportation to achieve the business units meeting objectives. Coordinates with Corporate Travel Department on all related travel services. Coordinates with Creative Services, Paychex Webex Team, and external production partners.
• Utilizes meeting and event technology to facilitate event communication, registration, and reporting.
• Ensures accurate and up-to-date tracking of event finances including invoice reconciliation and coding, budgets/cost summaries and reporting to provide data to both the business unit and the internal budget group in finance.
• Coordinates and manages lodging for Paychex trainees as assigned in collaboration with the Corporate Training Department to ensure the travel portion of the trainee experience is efficient.
• Conducts hotel and meeting site inspections when necessary to determine if the site is adequate and meets the requirements of the meeting.
• Travels to meetings to coordinate all onsite functions and events.
• Participates in or manages projects as assigned by Supervisor or Travel Manager to drive achievement of departmental objectives.

• Bachelor's Degree - Preferred
• 5 years of experience in Meeting Planning/Travel/Hotel - required.
• Ability to travel up to 30% annually - required.

In the spirit of pay transparency, we are excited to share that the starting base pay range for this position is $48,300 - $75,900 annually. Please keep in mind that this range is the base pay only and does not consider other components that make up the total rewards package for the position. If you are hired at Paychex, your overall compensation will be determined based on factors such as geographic location, skills, education, and/or experience which may result in total compensation outside of this range.

• We value your well-being:
  We provide over 21 comprehensive rewards, including medical coverage, virtual wellness classes, tuition reimbursement, 401(k) + employer match, adoption assistance, financial assistance, and much more.
• We value your time:
  From paid time off to company holidays, culture days, and comprehensive work‑life balance programs, we will ensure you have the flexibility you need to be your best.
• We value your development:
  Our award‑winning training and development programs empower our employees with ongoing learning opportunities to give you the building blocks to grow your career.
• We value your perspective:
  Our company culture reflects the diversity of our employees. We want you to be you and your voice to be heard.
• We value our communities:
  We offer paid time off for volunteerism and promote many company‑wide and local initiatives that benefit organizations you care about.

Note:

The benefits described apply to full‑time employees. Benefits for part‑time, contract, and intern roles may vary.

Paychex is an equal opportunity employer. We are committed to fostering a respectful and inclusive workplace where all individuals are treated fairly and evaluated based on their qualifications, experience, and merit. We comply with all applicable federal, state, and local laws prohibiting discrimination in employment.