Associate Meeting Planner (Fixed Duration Employment)

Associate Meeting Planner JD

We are seeking a creative and highly organized Associate Meeting Planner to execute memorable events that generate brand awareness and build business relationships. In this role, you will be an expert multitasker with impeccable attention to detail, capable of anticipating risks and needs to ensure every event is flawlessly executed from conception to completion.

Your Responsibilities:

As an Associate Meeting Planner, you will independently provide consultative guidance to internal and external customers to define, develop, execute, and manage meeting strategies. Your core responsibilities will include:

End-to-End Meeting Management

• Manage the complete meeting lifecycle from initial intake through post-event evaluation.
• Conduct discovery meetings with stakeholders to define business objectives, attendee experience, budget, and event requirements.
• Develop comprehensive project plans, timelines, and communication plans.
• Coordinate all logistical aspects of meetings, conferences, training events, executive meetings, sales meetings, customer events, and internal corporate events.
• Manage multiple meetings simultaneously while ensuring deadlines and service levels are consistently achieved.

Strategic Planning, Guidance, Event Logistics & Execution:

• Provide consultative guidance that defines and develop meeting strategies to achieve specific goals.
• Identify client requirements and expectations for each event. Manage kickoff meetings.
• Manage event logistics, including venue sourcing, attendee management, rooming lists, BEOs, transportation, event website registration via Cvent, and offsite activities.
• Coordinate with suppliers, caterers (with a focus on dietary needs), hotel staff, and employees to ensure optimal event space logistics, setup, and AV needs are met.
• Coordinate badge production, mobile app, and (pre/post) surveys.
• Collaborate with internal departments to ensure guest guidelines, compliance, security, & employee health requirements are met.

Financial & Budget Management

• Develop comprehensive meeting budgets. Monitor expenses throughout the planning process while tracking commitments against approved budgets.
• Forecast costs & identify opportunities for savings. Reconcile final invoices and ensure accurate financial reporting.
• Identify cost-saving opportunities while maintaining meeting quality & attendee experience.
• Reconcile meeting credit cards, manage budget updates, and oversee payment processing for all event suppliers.
• Manage the supplier Request for Proposal (RFP) process.

Process Improvement & Reporting:

• Develop post-event reports on event effectiveness and provide monthly reporting.
• Monitor and report end-to-end process metrics and KPIs. Identify and report meeting savings.
• Identify, implement, and monitor projects for ongoing process improvement initiatives.
• Maintain adequate process documentation and provide user education/training.

What You Need to Succeed (Basic Qualifications):

• Education: Bachelor's Degree with a minimum of 3-5 years' experience in project management with a history of successful events.
• Required Experience: Experience with travel & meeting tools, including Cvent, Concur, & other relevant platforms.
• Experience supporting global meetings & travel management companies (TMCs).
• Experience with meeting payment solutions, purchase orders, procurement, and sourcing.
• Familiarity with expense management platforms such as SAP Concur.
• Experience managing supplier performance and service-level agreements.

What Will Give You the Competitive Edge (Preferred Qualifications):

• Certified Meeting Professional (CMP) designation.
• Proven success in collaborating with external suppliers, outsource service providers, and internal business partners.
• Strong analytical, problem-solving, and communication skills.
• Control-oriented mindset based on prior operational business roles.
• Self-directed and able to work independently with high learning agility.
• Excellent interpersonal, written, and verbal communication skills.
• Exceptional organizational skills with the ability to multitask under pressure.
• Meticulous attention to detail and expert time management skills.
• Financial savvy, with the ability to adhere to plan budgets and process invoices.
• Ability to adapt strategy to meet unique requirements in a multi-national meeting environment (cultural diversity, currencies, political climates, language barriers, time zones).

Additional Information:

• Location: Indianapolis, IN Global HQ (Hybrid Environment)
• Travel: Up to 25%

Don't meet every single requirement? Studies have shown underrecognized groups are less likely to apply to jobs unless they meet every single qualification. At Elanco we are dedicated to building a diverse and inclusive work environment. If you think you might be a good fit for a role but don't necessarily meet every requirement, we encourage you to apply. You may be the right candidate for this role or other roles!

Elanco Benefits and Perks:

We offer a comprehensive benefits package focusing on financial, physical, and mental well-being while encouraging our employees to pursue our purpose! Some highlights include:

• Multiple relocation packages
• Two weeklong shutdowns (mid-summer and year-end) in the US (in addition to PTO)
• 8-week parental leave
• 9 Employee Resource Groups
• Annual bonus offering
• Flexible work arrangements
• Up to 6% 401K matching

Elanco is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status