MEETING AND EVENT PLANNER

Job Summary

The Meeting & Event Planner is responsible for ensuring the seamless coordination and execution of meetings, conferences, and special events held within the New York City Conference Center. This role requires a highly organized, client-focused professional who excels at building strong relationships with executives and administrative staff, managing complex logistics, and maintaining exceptional service standards that reflect the prestige of the client organization.

KEY RESPONSIBILITIES
•Client Interaction & Coordination
•Serve as the primary liaison between the client’s executive and administrative teams and the internal service providers.
•Collaborate closely with clients to understand event objectives, preferences, and special requirements.
•Conduct pre-conference, mid-event, and post-event follow-ups to confirm logistics, gather feedback, and ensure 
client satisfaction.
•Meeting Room Management & Reservations
•Manage all meeting room bookings through the conference center’s reservation system.
Strategically assign meeting space to maximize utilization and efficiency.
•Send booking confirmations and follow up at designated intervals to verify attendee counts, special requests, and technical requirements.
•Accurately document cancellations and update the system accordingly.
•Event Planning & Execution
•Coordinate comprehensive event logistics, including audiovisual needs, food and beverage service, conference room setup, signage, and materials distribution.
•Collaborate with the catering manager to plan standard and special menus, paying close attention to dietary restrictions and preferences.
•Produce detailed banquet event orders (BEOs) or meeting resumes to communicate event details to all internal departments.
•Confirm all final event details during daily call-around meetings and weekly planning sessions.
•Participate in pre-conference meetings for large or complex events to finalize plans with clients and internal teams.
•Conduct post-conference debrief sessions to gather feedback and identify improvement opportunities.
•Operational Support & Communication
•Ensure meeting spaces are properly set and equipped prior to guest arrival.
•Greet meeting hosts upon arrival, confirm details, and address any last-minute requests.
•Respond promptly to new booking inquiries and modifications to existing reservations.
•Communicate effectively with all internal service partners, including catering, audiovisual, facilities, and security teams.
•Identify potential booking conflicts and propose timely solutions.
•Verify billing accuracy for all expenses, including food, beverage, and rental charges, and secure appropriate approvals.
•Facility Standards & Compliance
•Conduct monthly site inspections to ensure pristine condition of all conference spaces.
•Report and follow up on maintenance or service deficiencies to ensure prompt resolution.
•Maintain strict adherence to brand standards, confidentiality expectations, and safety protocols.

Long Description

KEY COMPETENCIES
•Excellent organizational and multitasking skills, with the ability to manage numerous events simultaneously.
•Exceptional verbal and written communication abilities.
•Strong computer proficiency and familiarity with conference center reservation systems.
•Ability to remain calm, professional, and solution-oriented in high-pressure environments.
•Outstanding client service mindset, demonstrating discretion, integrity, and confidentiality.
•Collaborative team player with a proactive approach to ownership and accountability.
•Keen attention to detail and commitment to delivering polished, seamless experiences.

PREFERRED QUALIFICATIONS:
•Bachelor’s degree in hospitality management, event planning, or a related field. Minimum of two years of conference or meeting planning experience in a corporate or conference center environment.
•Experience working with senior executives and understanding of corporate protocol preferred.