AAA National · 16 hours ago
Meeting Planner (Hybrid)
Lake Mary, Florida, United States
Full-time
Hybrid
Entry, Mid Level
$24.50/hr - $29.89/hr
2+ years expAAA National is a company focused on providing support for meetings and conferences, and they are seeking a Meeting Planner to manage various aspects of meeting coordination. The role involves attendee registration, vendor coordination, budget management, and ensuring compliance with policies, while also providing support for virtual meetings and on-site events.
Consumer Services
Responsibilities
Supports the attendee registration process, including generating registration reports, rooming lists, managing room blocks with hotels, reservation changes, handling special attendee needs, and processing payments
Builds registration databases and conference-related web pages in Swoogo or similar registration platforms
Coordinates meetings of fewer than twenty attendees as well as internal events, including Leadership Team meeting logistics
Research hotel options, meeting vendors such as transportation and off-site venues, and speakers based on client program format and budget. Ensures planning timelines are met
Supports sponsorships and trade shows by issuing invoices, managing sponsor registration, distributing vendor kits, and confirming sponsor branding for entitlement development
Prepares invoicing and manages record-keeping as necessary to ensure compliance with established policies and procedures
Reconciles accounts to ensure all payments have been recorded and maintains conference expenses within budgeting guidelines
Prepares attendee communication materials such as registration confirmations, newsletters, conference apps, and post-conference materials, and releases announcements using Salesforce Marketing Cloud
Utilizes computer skills to format proposals, function sheets, reservations, registrations, programs, badges, and menus. Inputs event data to create meeting specs in room booking tools and creates room layouts in Social Tables
Prepares registration announcements and posts conference materials utilizing the Salesforce Marketing Cloud platform
Manages virtual meetings via Zoom Meeting, Webinar, Teams, or similar streaming platforms
Oversees the delivery of virtual programs, including setup, speaker management, production, follow-up communication, and coordination with business line owners
Provides on-site event support and assistance, as needed
Performs other related duties, tasks, requests, and directives as required by management
Qualification
Required
Uses time effectively, anticipates obstacles, adjusts priorities as needs change, and keeps others informed of progress
Strong written and oral communication
Strong time management and organizational skills
Excellent interpersonal skills, self-motivated, and adaptable in a fast-paced, dynamic, deadline-driven environment
Ability to develop and maintain accurate details of function arrangements, billing, and cost controls; detail-oriented
Good knowledge of contract language for the meeting industry
Ability to work with groups and communicate effectively with all staff
Ability to effectively negotiate meeting arrangements and on-site changes to the original agreement
Strong knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat, Salesforce Marketing Cloud, Swoogo or similar registration platforms, and Social Tables
Up to 30% travel to off-site events within Orlando and the continental U.S. is required
Overnight, nights, and weekends may be required to support events
A bachelor's degree in hospitality, sports management, meeting management, event management, or tourism is required
Two (2) to four (4) years of experience coordinating group functions in a meeting planning department or hotel environment
Benefits
Participation in AAA, Inc.'s Annual Incentive Plan
Flexible work environment
Collaboration
Innovation
Work-life balance
Hybrid work model that allows for three days in the office and two days at home
Company
AAA National
Discover Your Next Career with AAA National From creating innovative member benefits to delivering best-in-class roadside assistance, AAA National offers a wide range of career paths.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Marshall Doney
President & CEO
Jason Hosaflook
Vice President & CFO
Company data provided by crunchbase