Meeting Job Description

Meeting Job Description

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Meeting provides direction and supervision of meeting and/or catering logistics to catering and event services managers and other departments and team members responsible for event execution.

Meeting Duties & Responsibilities

To write an effective meeting job description, begin by listing detailed duties, responsibilities and expectations. We have included meeting job description templates that you can modify and use.

Sample responsibilities for this position include:

Concept proposal development
Meet and greet each client daily to provide personalized and quality service
Anticipate needs and provide suggested services for high-level or unusual events
Follows up with client throughout the event to ensure satisfaction
Follows through after the event to ensure client satisfaction, proper billing/payments and future re-bookings
Communicates event changes in a timely manner
Processes a weekly billing report
Orders items for BCC to maintain facility and operations
Responsible for the overall organization, appearance and inventory of the BCC common areas, conference rooms, welcome area, kitchen, restrooms, storage rooms and supply rooms
Provides back-up phone support on switchboard, as needed

Meeting Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Meeting

List any licenses or certifications required by the position: CMP, PMP, CMM, PM, HMCC, CEGEP, CTS, BA, NICET, ICIA

Education for Meeting

Typically a job would require a certain level of education.

Employers hiring for the meeting job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Hospitality, Business, Marketing, Education, Business/Administration, Event Management, Hotel and Restaurant Management, Communications, Management, Communication

Skills for Meeting

Desired skills for meeting include:

Technology
Software solutions
Program/event management and budget maintenance
Web based registration tools
Excel
Specific functional area to conduct
Catering and event management systems
Standards and procedures for proper meeting room and table set-ups
Various meeting room and table configurations and the set-up of staging and dance flooring
International

Desired experience for meeting includes:

Supports Corporate Events department with special projects and serves as support staff on events, as requested
Reports any deviations from policies, procedures, brand standards and regulations to management
Ensures all communication containing company, brand and guest information is consistent with privacy policies, practices and regulations
Plays a role in the development of key group methodologies and best practices
Ensures a timely introduction and confirmation to client upon receipt of meeting request and maintains ongoing correspondence via conference calls, e-mail, and occasionally in person meetings
Opens OR closes the facility

Meeting Examples

1

Meeting Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of meeting. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for meeting
  • Manage logistics/planning for Annual Advisor Conference – part of the core team that supports the conference
  • Managing all incoming calls and e-mails regarding events when he/she is serving as the key planner
  • Multiple venue finding, negotiation and proposal according to the client’s requirements any preparation of costings and invoicing that may be required
  • Develop and secure arrangements for entertainment, decoration, activities, travel documents
  • Project management / work with 3rd parties (e.g., DMC, audio-visual, speakers, insurance agency)
  • Ownership of all program delivery elements utilizing standard processes and procedures to achieve client satisfaction
  • Identify appropriate venues according to client/event needs
  • Identify appropriate transportation to venue (air, train…)
  • Advise the client about best options
  • Book venues with dead lines
Qualifications for meeting
  • Special Projects as assigned by the Registration Manager
  • Understand participant inquiries and exercise judgment in creating polite
  • Understanding of US business culture and desire to increase this skill set through
  • Technical savviness and comfort working in systems is a must
  • Researches information on destinations, hotels, suppliers, venues, for the development of Client Proposals with the direction of Account Executives and Sourcing Manager
  • Compiles and organizes information to develop the final proposal
2

Meeting Job Description

Job Description Example
Our company is looking to fill the role of meeting. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for meeting
  • Get required data according to customer policies (POs…)
  • Get contracts from suppliers to be signed
  • Renegotiate rates and conditions
  • Sign contracts with suppliers
  • Issue deposit invoices to customer
  • Interaction with external customers including Healthcare Professionals internal customers, therefore, must possess high degree of integrity and demonstrate good judgment, communication skills and an approachable customer service aptitude
  • Must collaborate with client, multiple internal departments and suppliers on a daily basis
  • Cultivates and develops relationships with key personnel in other business units including procurement, marketing, accounting, office services and risk operations, host of external vendors
  • Adhering to all internal American Express policies all compliance issues
  • Lead and contribute to the coordination of all aspects of client association conferences, meetings, tradeshows and other events (pre-planning, onsite execution and post-event wrap-up)
Qualifications for meeting
  • Excellent written and verbal communication, grammar, editing and proofing skills required
  • Complete project timeline
  • Manages and negotiates any additional hotel needs, destination management company (DMC), air and all third party contracts
  • Works with creative team to produce program materials
  • Evaluates program impact and reassesses objectives and outcomes
  • Evaluates impact of events and reassesses objectives and outcomes
3

Meeting Job Description

Job Description Example
Our growing company is looking to fill the role of meeting. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for meeting
  • Perform site searches, provide recommendations to clients and negotiate hotel and convention center contracts
  • Produce event specifications and manage vendors for all aspects of events (F&B, AV, GSC, temps, photography, transportation, security)
  • Develop and maintain solid relationships with exhibitors/sponsors
  • Assume planning responsibilities for multiple clients and meetings
  • Contract Negotiations –Perform site selections, provide options with detail and negotiate contracts effectively
  • Budget & Expense Management – Create budgets, manage expenses to stay within those budgets and reconcile event bills
  • Manage team / meeting schedules with business partners
  • Ensure team staff is at an appropriate level
  • Work with Finance to manage chargeback process
  • Build out A/V Sourcing process
Qualifications for meeting
  • French Canadian language skills preferred for Canadian based candidates
  • A minimum of one year sales experience in a related position with this company or other another organization(s)
  • Minimum of 5 years experience in project, event or meeting management, at least 2 of which are in procurement
  • Experience using a web-based event registration system, CVENT is a plus
  • Ability to travel domestically and internationally when necessary familiarity with group air procedures
  • Excellent venue knowledge, mainly in Europe
4

Meeting Job Description

Job Description Example
Our company is looking for a meeting. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for meeting
  • Handles all guest and employee complaints and inquiries in a courteous and efficient manner
  • Read and understand Banquet Event Orders and Group Resumes
  • Review Delphi Daily and Weekly reports
  • Remain available to hotel colleagues via radio while on property
  • Report any changes made by client to CSM and pertinent departments
  • Coordinate training programs by choosing meeting rooms, gather head count info, plan meals and break selections, coordinate room set up and sleeping reservations for all participants
  • Work with customers/vendors to correlate all aspects of the meeting
  • Must be able to professionally communicate with employees at all levels (including VPs & C-Level)
  • Serving as venue liaison and coordinating all aspects of venue arrangements including meeting room arrangements, audiovisual equipment, rooming lists, food and beverage arrangements, and post-event billing
  • Meeting Concierge is to present a friendly attitude, excellent listening abilities, and pleasant body posture at all times and is knowledgeable and helpful in assisting guests
Qualifications for meeting
  • Possess a good conceptual understanding of electronic devices and the ability to operate such items as copy machines, slide projectors, microphones, computers, portable radios, pagers
  • Organizational and interpersonal skills are a must
  • Comfortable working with people at all levels including up to Sr
  • Must be a team player self-starter with excellent anticipation and prioritization skills
  • Some travel will be required to various vendor and event locations
  • Diploma or Degree in Hospitality, Tourism, Marketing or a related field
5

Meeting Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of meeting. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for meeting
  • Maintain professional uniformed attire, to include jewelry and dress shoes (no tennis shoes, open toed, clogs, or mules)
  • Presence on the convention floor begins at 6am and times may change based upon group requirements
  • Overcoming guest challenges and complaints in a calm collected manner by LISTENING to the guest and projecting the highest ability in solving problems
  • Budget reconciliation per event
  • Sound Company product knowledge and ability to cross sell products where possible
  • Onsite assistance (if required, not mandatory)
  • Liaison between meeting stakeholders, vendors, registration, procurement and operations teams
  • Source appropriate venues on behalf of meeting stakeholders to capture vision and objective of event while also meeting budget, size and location/date requirements
  • Hotel room block management to minimize financial impact to the firm in regard to meeting attrition
  • Serve as single point of contact for both the event sponsor and the hotel/event venue
Qualifications for meeting
  • At least 5 years of relevant experience in Events & Meetings Management
  • Proven track record in end to end management of corporate meetings & events
  • Ability to work with the clients to develop programs, including destination selection, site inspections, negotiations, costing and onsite management through final billing
  • Ability to work within budgetary parameters and meeting critical deadlines
  • Independently handle multiple projects in a fast paced, time sensitive environment
  • Candidate should be flexible, detail oriented and able to work under pressure

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