Meeting Planner

Overview

Primary

Purpose:

Manage and oversee all operations and execution of meetings, courses and events in the CHEST onsite Simulation and Training Center in Glenview, IL. Serve as the primary point of contact for internal and external clients interested in utilizing the training center, professionally representing CHEST in strategic interactions and identifying business opportunities. Assist with pricing, daily specs and services related to training center sales for all stakeholders & clients.

• Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, act with integrity, leverage strengths, cultivate innovation, and have serious fun.
• Serve as the primary point of contact (pre-meeting logistics and onsite execution) for all meetings in the training center, including Live Learning/Simulation courses, Board Review, Board Meetings, Committee meetings, and in-house staff events/meetings.
• Maintain the Training Center (TC) master calendar with courses, committee meetings, setup/reset days, maintenance, external rentals, etc., and keep it up to date with any changes.
• Partner with internal stakeholders (Business Development, HR, etc.) on their in-house meeting/event needs.
• Coordinate and execute all logistical components with internal staff and/or clients, including meals from external catering (dietary needs, beverages, water, snacks, utensils), room setup, furniture, signage, supplies, and transportation arrangements for faculty/committee members.
• Partner with IT to maintain inventory of TC room equipment, audio-visual, and other items; coordinate room resets with the cleaning company.
• Assist CHEST staff, VIPs, spouses, and guests with any special needs during events.
• Manage and document all Training Center procedures to ensure best practices and elevate attendee experience on property.
• Collaborate with Facility Manager and IT for repairs/orders as required.
• Review and submit all invoices in a timely manner.
• Provide monthly reports to Senior Director/SVP on the number of courses, F&B actuals against budget (including beverages/snacks).
• Create and maintain a preferred vendor list for catering options and procedures for staff meetings.
• Maintain organization of Training Center supplies (kitchen, cabinets, etc.).
• Serve as back-up for Front Desk Specialist, including covering lunch breaks and PTO/sick days as needed.
• Be present onsite at CHEST headquarters five days per week, Monday – Friday.

• Annual Meeting assignments based on availability and experience.
• Travel to CHEST annual meeting in October may be required.
• Assist in budget preparation, financial reporting and management of assigned budget line items.
• Other duties as assigned by Senior Director, Meetings & Events.

• 4 years of college with specialized courses in hotel and/or meeting management, or commensurate work experience
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Demonstrated ability to think strategically about meeting logistics as well as the overall attendee experience
• Demonstrated ability to work independently as well as in a team environment
• Strong organizational and prioritization skills to meet strict deadlines
• Attention to detail
• Familiarity with event contracting and event food and beverage planning
• Proficiency in Internet and Mac and/or PC-based applications including Word, Excel
• Demonstrated ability to coordinate multiple tasks simultaneously while maintaining a customer service-friendly attitude
• Ability to work at CHEST HQ five business days per week
• Ability to lift and move food and beverage inventory items weighing up to 25 pounds as needed
• Ability to work weekends, flexible hours, and extended hours

• College degree in hotel and/or meeting management or related field
• 5+ years experience of meeting planning in an association
• Project management background

While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment.…