Meeting & Event Planning Specialist

Location

Oak Brook, IL | United States

Job description

We’re in the business of  Good.

Lions Clubs International is the largest service club organization in the world. Our 1.4 million members are serving locally and globally to help take on some of the biggest challenges facing humanity.

Every Lion and club are supported by our international association. More than 300 Lions International staff members are constantly working on tools and technology to enhance Lions’ service. When caring people join together, roll up their sleeves and take action to make their community better, it’s an incredible feeling for everyone involved.

Here's how you can help. We are currently looking for a  Meeting & Event Planning Specialist to join our team and rise to the challenge of empowering service.

Position Highlights:

Assists in the planning, coordinating and execution of the logistics for all events relating primarily to the annual International Convention and DGE Seminar. Responsibilities include budget planning, drafting RFPs, bid analysis and negotiations with numerous vendors. Additional responsibilities will include budget planning, drafting RFPs, bid analysis, and negotiations with numerous vendors. This position will coordinate event space assignments, designs room set-ups, order catering, AV, freight, telecom, translation, general service contractor projects, printing, temporary personnel, and other projects as needed.

What You’ll Do:

• Supports the convention and other meetings on-site to ensure operations run smoothly, addressing onsite issues and interfacing with clients.
• Writes detailed RFPs as assigned annually for the required services that go out for bid including AV, general services contractor, translation, freight logistics, printing, and more. Analyzes bids, negotiates, to help determine which vendor would be the best selection to meet our needs.
• Coordinates freight (domestic and international), working with internal stakeholders for LCI shipments to and from convention destinations.
• Coordinates booths in the Exhibit Hall for both internal and external stakeholders.
• Assists with the coordination of the general service contractor with other departments and external stakeholders.
• Analyzes official venues to determine best assignment of space for all official events including general sessions, meetings, catered functions and more.
• Coordinates catering for numerous large-scale functions ensuring appeal to a global audience with special dietary requirements within budget parameters.
• As assigned, able to work within secure portal to construct event mobile app, design/build meeting set-ups, create and update the event detailed outline, and additional technology duties as assigned.
• Maintains professional and technical knowledge by attending workshops, reviewing professional publications, establishing personal networks, and participating in professional organizations as appropriate to field.
• Maintains quality services and/or product by establishing or recommending, following and enforcing organization standards.
• Develops and manages relationships with outside vendors and suppliers. Ensures project timelines are adhered to and met.
• Ability to multi-task to manage and prioritize duties to ensure the successful execution of projects.
• Strong communication skills due to the high volume of email correspondence and phone inquiries from vendors, exhibitors, event personnel, and Lions members.

We’re Looking for Someone With:

• Bachelor's degree in hospitality management or related field or equivalent experience.
• Two to five years’ experience in meeting planning or equivalent combination of education and experience; hotel or trade show experience is a plus.
• CEM or CMP designation a plus.
• Ability to travel, domestic and internationally; approximately 15-25 days per year.

Why You’ll Love Working Here:

Lions Clubs International has excellent benefits for you and your family. We believe in a balanced work-life and have programs and benefit plans to support our employees, such as:

· Three weeks paid time off plus time off for volunteering

· Flexible and hybrid work schedules

· Comprehensive medical, dental, vision, and life insurance plans

· Flex spending accounts for medical and dependent care

· 401K with employer match

· Reimbursable training

· Casual dress

Diversity, equity and inclusion are at the core of who we are. Diverse and inclusive teams have a positive impact on the work we do, and we know that having varied perspectives helps generate innovative ideas to solve complex problems in an ever-changing world.

Lions Clubs International Is an Equal Opportunity Employer

Job tags

Salary