Meeting Planner

Company Overview 

At Higher Logic, engagement happens here. As the industry-leading, human-focused engagement platform we deliver powerful online communities and communication tools to organizations looking to build, retain, and grow their customer base. We’re obsessed with engagement and, with over 13 years of experience in the industry, we’ve got it down to a science. We are a global company and serve more than 3,000 customers, representing over 350,000 online communities with over 200 million users across 42 countries worldwide.  

Our team is a thriving community of authentic people with diverse experiences and perspectives. We are honest and genuine and believe that sharing ideas and feedback openly helps us to be successful. We believe that diversity and empathy bring us #AllTogether to make us stronger. We learn from failure and successes because both help us to grow and learn. We strive to understand the why behind our actions and bring our best selves to work every day.  

The Meeting Planner works on all meeting planning tasks including coordinating annual meeting and regional conferences for Higher Logic’s client, Higher Education User Group (HEUG). Assist with site selection, registration, accommodations, and event planning. Will perform tasks related to speaker management, registration management and attendee support. This candidate must be strategic and understand how to execute effectively with changing priorities and in a virtual, hybrid, and in-person event world. If you are looking for an exciting and challenging position, in an environment where things move fast and you have the freedom to organize fantastic events all around the world, then this position is for you!

Responsibilities

• Event Planning and Coordination:
• Plan, organize, and execute at least 3 HEUG (Higher Education User Group) meetings and regional conferences with 300+ attendees.  As well as a role in planning the HEUG’s annual conference with 3000+ attendees from over 20 countries.
• Coordinate logistics, including venue selection, contract negotiation, audiovisual setup, room assignments, and catering arrangements.
• Develop and manage event budgets, ensuring financial goals are met.
• Collaborate with internal teams and external vendors to ensure smooth execution of events.
• Coordinate event registration and manage attendee communications.
• Assist in developing event schedules, agendas, and program materials.
• Program Development and Management:
• Work closely with the HEUG leadership and program committees to develop event programs and session content.
• Collaborate with presenters and speakers to gather materials, coordinate session logistics, and ensure a seamless presentation experience.
• Work with program teams to evaluate program proposals and make recommendations for session selections.
• Develop and manage event mobile apps or online platforms to enhance attendee experience and engagement.
• Conduct post-event evaluations and gather feedback to inform future program improvements.
• On-Site Event Management:
• Oversee on-site event logistics, including registration, signage, attendee check-in, and staff/volunteer coordination.
• Manage event operations, troubleshoot issues, and ensure a smooth and positive attendee experience.
• Coordinate speaker rehearsals, audiovisual setup, and any special event requirements.
• Serve as the primary point of contact for attendees, addressing inquiries, providing information, and resolving issues.
• Conduct post-event debriefings and share insights for continuous improvement.
• Technology Proficiency:
• Learn and utilize internal association management system (AMS) and integration with contracted event platform software (registration, abstract management, session scheduling, exhibitor portal, etc.)
• Track and analyze event metrics, such as attendance rates, participant feedback, and engagement levels.
• Troubleshoot and resolve event-related technical problems promptly and efficiently.
• Financial Management and Reporting:
• Work with HEUG VP of Finance & Executive Director to create event budgets.
• Monitor event budgets, expenses, and revenue, ensuring adherence to financial guidelines.
• Prepare financial reports, including budget updates and post-event financial analysis.
• Coordinate with the finance department for accurate recording and reporting of event-related transactions.
• Travel Required 35% of the time.

Requirements

• Education: Bachelor's degree in Event Management, Hospitality Management, or a related field. An equivalent combination of education and relevant experience may be considered.
• Experience: 3-5 years of relevant work experience in domestic and international meeting or event planning
• Knowledge of Event Planning: Understanding of event planning principles, logistics, and best practices. Familiarity with event management software and tools is a plus.
• Organizational Skills: Strong organizational and time management skills to effectively plan and coordinate multiple events simultaneously. Attention to detail is essential to ensure seamless execution of events.
• Communication Skills: Excellent verbal and written communication skills to interact with members, vendors, and internal teams. Ability to convey information clearly and professionally.
• Problem-Solving Abilities: Demonstrated problem-solving skills to handle unexpected situations or challenges that may arise during event planning and execution. Quick thinking and adaptability are crucial.
• Teamwork and Collaboration: Ability to work collaboratively with cross-functional teams, including volunteers, board members, vendors, and other stakeholders. Strong interpersonal skills to build relationships and work effectively in a team environment.
• Customer Service Orientation: A customer-centric mindset with a focus on delivering exceptional service and creating positive experiences for event attendees and clients.
• Time Management: Effective time management skills to prioritize tasks, meet deadlines, and manage competing priorities in a fast-paced environment.
• Flexibility: Willingness to work evenings, weekends, and extended hours as needed, especially during peak event seasons.
• Technology Proficiency: Proficient in using event management software, Microsoft Office Suite (Word, Excel, PowerPoint), and online collaboration tools. Ability to learn new software and technology platforms quickly.
• Professionalism: Demonstrates a high level of professionalism, integrity, and ethical conduct in all interactions and representations of the organization.
• Passion for Events: Enthusiasm for the event planning industry and a genuine interest in creating memorable experiences for attendees.
• Certified Meeting Professional (CMP) designation preferred

What you’ll earn:

• Competitive compensation.
• Comprehensive health benefits package.
• 401(k) plan with employer match.
• Healthcare and dependent-care flexible spending account
• Company short-term and long-term disability insurance.
• Company culture that recognizes its employees.
• Room for growth and development and management that cares about your professional growth and will help you achieve your goals.
• Significant advancement opportunities for outstanding performers.

EEO Disclosure

Higher Logic is committed to equal opportunity.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Higher Logic is committed to ensuring that its application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need a reasonable accommodation in order to search for a job opening or to submit an application, please contact us by emailing [email protected]