Corporate Meeting Planner

Job Responsibilities:

• Evaluate procurement requests to ensure they comply with corporate policies, specifications, quantities, and delivery requirements.
• Prioritize and manage procurement workflows by selecting and approving suppliers in partnership with internal stakeholders.
• Develop and manage RFPs, RFIs, and RFQs to optimize organizational fund usage; analyze bid responses, negotiate terms, draft contracts, and award business accordingly.
• Review and negotiate supplier documentation, including contracts, leases, statements of work, and amendments, while identifying risks, liabilities, and unusual terms.
• Ensure compliance with security requirements such as technology, personal information (PII), and payment card (PCI) standards.
• Expand the participation of MWDVBE suppliers to align with corporate diversity and procurement objectives.
• Drive cost-savings initiatives by identifying opportunities for reductions, savings, and cost avoidance.
• Monitor market conditions for meeting and convention services; research industry publications and understand end-use requirements to inform procurement decisions and protect organizational interests.
• Demonstrate strong interpersonal and communication skills when working with management, internal clients, suppliers, and colleagues, promoting accuracy, fairness, and efficiency.
• Uphold ethical standards and regulatory compliance relevant to the position.
• Process Outputs & Deliverables
• Execute the COMPANY Strategic Meetings Management Program while supporting global travel operations, delivering consistent, compliant, and efficient sourcing and contracting processes.
• Ensure successful commercial management of -sponsored events and corporate travel programs, maintaining audit compliance through proper procurement, contracting, and financial controls.
• Adhere to bid processes and achieve cost-savings goals across meeting and travel sourcing activities, meeting annual savings, cost-avoidance, and efficiency targCompany.
• Oversee lifecycle project, contract, document, and budget management for meetings and travel services, maintaining accurate records and financial controls.
• Ensure financial management and reconciliation by processing supplier payments, reconciling invoices, and maintaining financial accuracy for both meeting and travel-related expenses.
• Venue Sourcing and Contracting: The Corporate Meeting Planner is responsible for securing event locations and negotiating agreements, exercising a moderate level of independent judgment throughout the process.
• Procurement Document Management: This function involves drafting, managing, and administering RFPs, RFQs, RFIs, and service contracts of moderate complexity to ensure effective procurement processes.
• Contract Negotiation: The role conducts negotiations involving moderate financial commitments and ensures that all contract terms align with the organization's needs.
• Regulatory and Policy Compliance: The Corporate Meeting Planner must ensure adherence to local, state, federal, and internal policies, protecting the organization’s financial, legal, and business interests.
• Internal Advisory Support: Serving as EVM’s representative, the planner provides advisory support throughout the meeting procurement-to-contract lifecycle.
• Supplier Relationship Management: This function includes overseeing vendor performance and managing relationships until contract close-out.
• Market and Strategy Alignment: The planner maintains awareness of market trends and supports both short- and long-term procurement strategy development.
• Communication and Organizational Excellence: Strong written and verbal communication, negotiation skills, and effective work organization are essential to succeed in this role.

Skills:

• Bachelor’s degree in a business-related field, CMP certification, or an equivalent combination of education and experience in procurement, meeting planning, travel management, or project management. Proficiency with Cvent and Microsoft Office applications; working knowledge of event and travel-related technologies, booking platforms (Concur), mobile tools, and reporting systems. SharePoint.

Education/Experience:

• Education: Bachelor’s degree in a business-related field, CMP certification, or an equivalent combination of education and experience in procurement, meeting planning, travel management, or project management.
• Experience: Two to four years of professional experience in procurement, project management, meeting planning, hospitality, or corporate travel operations.
• Technical Skills: Proficiency with Cvent and Microsoft Office applications; working knowledge of event and travel-related technologies, booking platforms (Concur), mobile tools, and reporting systems. SharePoint.
• Experience integrating technology into meeting and travel workflows.
• Familiarity with strategic sourcing, travel management, or contract management tools.
• Advanced skills in data analysis or reporting related to events, travel performance, or procurement activity.