Job Title: Meeting Planner

Location: Remote

Job Type: Full-Time

About Us:

Association & Conference Group (ACG) is a woman-owned, virtual company giving us the flexibility to engage the best talent regardless of geographic location. We leverage this talent, technology, and other resources to build a team that delivers responsible, efficient, and reliable service including strategic planning and budgeting, board development and volunteer engagement, sophisticated conferences and trade shows, marketing and public relations and general administrative support.

ACG’s core values include growth, partnership, transparency, innovation, and empowerment. We live these core values not only with our clients, but with our team. We believe if our team is able to grow professionally, thrive in partnerships with colleagues and clients, conduct themselves with integrity and transparency, problem solve and innovate, and feel respected and empowered, our clients will be successful.

Job Summary:

We are looking for a highly organized and strategic Meeting Planner to lead the planning, support, and execution of successful client events from conception through completion. Serving as a trusted project manager, logistics lead, and customer service expert, the ideal candidate will manage end-to-end event lifecycles while maintaining high client satisfaction and keeping internal support teams motivated. Operating in full alignment with ACG policies, the candidate will successfully balance high-level committee advisory and budget management with hands-on vendor negotiation and seamless onsite execution.

Responsibilities & Expectations:

• Embody ACG’s Core Values of growth, partnership, transparency, innovation, and empowerment
• Event Planning
  • Fully accountable for all aspects of events for assigned clients
  • Fully accountable for managing events on-site to include delegating to team, interacting with client, trouble-shooting, and managing third party vendors
  • Develop and execute comprehensive event plans, tracking milestones and ensuring all assigned deliverables are completed on schedule.
  • Manage the abstract submission and review process utilizing specialized platforms (e.g., Oxford Abstracts, Confex, or similar tools), overseeing system setup, presenter communications, and critical deadlines.
  • Facilitate internal event kickoff meetings to define objectives, establish workflows, and align teams on core event strategies and designated asset hours.
  • Lead vendor procurement and site management, including managing the RFP process, evaluating prospective venues, conducting site inspections, and finalizing selections.
  • Negotiate vendor contracts, pricing, and service agreements to maximize cost-efficiency and ensure favorable terms for spaces, dates, and times.
  • Collaborate with clients to design event schedules, establish agendas, and coordinate featured speakers, programming, and VIPs.
  • Travel to event destinations to lead onsite execution, managing venue logistics, overseeing vendor setups, directing staff, and resolving real-time issues to ensure a seamless attendee experience.
  • Ensure full compliance with all relevant legal, health, safety, and regulatory requirements across all event operations.
• Client Team Management
  • Direct and oversee the execution of assigned events, monitoring the workflow of the client support team for strict quality assurance and adherence to deadlines.
  • Foster a collaborative environment, ensuring the support team communicates effectively and works cohesively toward event goals.
• Budgetary & Financial Management
  • Manage event financials, including collaborating with Account Executives on approved budgets, tracking expenditures, and generating monthly budget-versus-actual variance reports.
  • Oversee financial administrative tasks, including processing receipts, maintaining expense documentation in digital repositories (e.g., Dropbox), and managing event-related operational costs.
• Client & Event Committee Management
  • Cultivate and maintain high-value relationships with event leadership and clients through consistent, proactive contact and trusted advisory.
  • Serve as the primary liaison to event planning committees, advising the chair, scheduling and attending meetings, preparing minutes, and driving action items forward.
  • Consult closely with clients to assess operational needs, defining explicit requirements for staffing, venue layout, catering, AV, signage, security, and specialized resources.
  • Synthesize event data for executive leadership, populating monthly management reports and presenting progress updates during client and internal team meetings.
• Event Communications & Marketing
  • Oversee the event communications schedule to ensure marketing campaigns and promotional messaging are executed on time.
  • Review, edit, and approve high-stakes communications to maintain brand alignment and quality assurance.
  • Coordinate with internal marketing teams to provide timely event updates and media assets for social media and promotional channels.
• Event Administrative & Information Management
  • Manage day-to-day administrative operations, including the distribution of promotional materials and the prompt resolution of attendee, vendor, or client inquiries.
  • Produce comprehensive post-event reports and performance analytics for internal and external review.
  • Maintain organized, secure, and up-to-date digital event files and historical documentation in centralized repositories.
• Ensure each client team meets deadlines and works within the team environment
• Adhere to ACG policies and processes
• Utilize ACG project management tools
• Actively contribute to the ACG appraisal process by providing constructive, high-impact peer feedback

• Active Certified Meeting Professional (CMP) designation required
• 5+ years of progressive event management experience, with a strong preference for backgrounds in the association or non-profit sector
• 5+ years of proven expertise leading on-site event execution, managing logistics, and directing real-time operations
• Demonstrated success managing concurrent events for a diverse, multi-client portfolio
• Takes initiative in client meetings, proactively anticipating and executing on account and team needs
• Demonstrates resourcefulness by independently sourcing information and developing the materials or processes required to fulfill client needs
• Strong track record of evaluating operational challenges, mitigating risks, and implementing data-driven, strategic solutions
• Excellent organizational and prioritization skills with a high attention to detail and a proven ability to meet deadlines in a fast-paced environment
• Exceptional interpersonal and communication skills, with the ability to synthesize ideas and interact effectively with diverse internal and external audiences
• Proficiency in Google Workspace, Microsoft Outlook, video conferencing tools, financial systems, abstract submission platforms, project management systems, and Association Management Systems (AMS)
• Ability and willingness to travel domestically and internationally for client events, including occasional weekends and holidays

Schedule:

This is a full-time, 40-hour-per-week position with a standard Monday-to-Friday schedule. Please note that this role requires flexibility for evening events and travel to client conferences.

Benefits:

• Generous paid time off (PTO) package, paid company holidays, and a paid winter shutdown between December 24th and January 1st. Additionally, this role is eligible for our “Gifted Days” policy, providing extra dedicated time to rest and recharge between conferences.
• Professional Development budget
• 401(k) with employer matching
• Group Health Insurance
• Equal opportunity employer; we celebrate diversity and are committed to creating an inclusive environment for all employees
• Completely remote – work from your home office!