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NCM Associates · 1 day ago

Meeting Specialist

Kansas City, MO

Full-time

Onsite

Entry Level

2+ years exp

NCM Associates is seeking a Meeting Specialist to support Executive Conference Moderator(s) and Consultant(s) in planning and executing various meetings and programs. The role involves coordinating logistics such as hotel accommodations, activity planning, and ensuring all meeting requirements are met efficiently.

Automotive

Responsibilities

Create/maintain a minimum of 2 years out of meetings for all 20 Group, Benchmark Plan Groups, and Consulting Engagements on behalf of the Retail Solutions Division

Review Contract Request Forms submitted by Executive Conference Moderator(s) and Consultant(s) for accuracy and completeness prior to submitting to Maritz for sourcing

Work closely with Maritz through contract process. Responsible for updating Engagement-related information in Salesforce after receiving the signed contract from Maritz

Initiates communication with Hotel contact(s) to ensure preparations (group block created/open, reservation weblink available, banquet menus secured, Executive Conference Moderator(s) guestroom reservation secured, etc.), are underway for future engagements

Effectively communicate and execute all aspects of meeting planning with appropriate person(s) regarding any potential impacts to stated deadlines etc

Responsible for providing members with the Meeting Registration Form and Activity Registration Form including subsequent follow up messaging until registration is confirmed or meeting occurs. Update Meeting and Activity Attendance in the database

Meeting Planning: negotiation and guarantee of food and beverage, audio visual, on/off-site activities, transportation, etc., within the standard operating timeframe

Works with the Executive Conference Moderator(s) and/or Consultant(s) for approval and processes all necessary deposits or payments for hotels, on/off site dinners, activities, transportation, etc. remitted on behalf of the 20 Group Members or OEM programs during the meeting planning process

Create/maintain all required meeting documentation for the Retail Solutions Division related to assigned engagements

Meeting material maintenance; proofing, editing, and preparing meeting literature. Proofs any client facing material to ensure accuracy and professionalism on behalf of the company

Responsible for working with Executive Conference Moderator (s) and hotel properties in efforts to reduce hotel attrition expenses

Monitor travel notifications for Executive Conference Moderator(s) expected arrival/departure and pre-con information

Execute meeting product request/s and submit meeting packs to the Power App

Assists with work overflow

Qualification

Meeting planningSalesforce.comMicrosoft OfficeTime managementOrganizational skillsMulti-taskingProblem-solvingWritten communicationOral communicationAttention to detailAdaptability