Veritas Meeting Solutions, a fast-growing Association Management and Meeting Planning company specializing in medical sub-specialty associations, is seeking a Full-Time experienced Conference and Meeting Planner to work in our busy East Dundee, Illinois office.
Veritas seeks an experienced meeting planner to take responsibility for the planning and management for several not-for-profit medical sub-specialty client organizations, whether it be for Annual Member Meetings, Board Meetings, Education Seminars, etc., here or abroad. This role will be responsible for overall meeting management, budgeting, advance planning, onsite planning, and logistics, as well as ongoing communication with the client’s Executive, Associate Executive and Program Directors.
Work closely with the Association Executive Director/Associate Executive Director to develop and manage meeting strategy, goals and outcomes for several medical sub-specialty association clients.
Assume overall responsibility for each meeting and/or event from advance planning to onsite management.
Work together with Veritas departments in order to execute beyond the client’s expectation in terms of high-quality service delivery and operational excellence, meeting every deadline with ease and every goal with success.
Source venues and vendors, create accurate and detailed RFPs based on client requirements, collect, assess and evaluate proposals, and ultimately, make appropriate recommendations to Executive Director on venues that will accommodate identified program needs, sometimes including a site inspection if required.
Negotiate contracts for all venues and vendors based upon a stringent requirement to always contract the highest quality goods and services at the lowest possible cost structure for our clients.
Ensure that Veritas delivers effective onsite support of all client programs as agreed to by Veritas and the client, to include the onsite hotel logistics and environment, including airport transfer, F&B management, hotel sleeping room blocks, meeting room management, social event reservations, AV acquisition and management, client member and Veritas staff hotel reservations, room sets, client member invitations (e.g., committee meetings), etc.
Help develop and manage detailed program budgets, control documents and tracking information for every program, delivering Executive Summary at program completion. Complete all required documents and follow client policies and procedures to ensure compliance and continuity of all programs.
Anticipate clients’ future meeting locations and schedule and prepare ideas for early review.
Adhere to clients’ program timeline, inclusive of deadlines and cut-off dates.
Oversee related client meeting projects as required and/or assigned (Invitations, name badges, etc.)
Bachelor's degree or equivalent in work responsibilities that includes client management and meeting planning.
3+ years’ direct work experience in planning and managing multiple meetings simultaneously
Nationwide/International meeting planning experience is a plus.
Experience working with medical associations and/or medical meetings (CME) preferred.
Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records. Requires the ability to be flexible and balance competing priorities.
Strong interpersonal and excellent oral and written communication skills needed to successfully negotiate contracts and communicate policies.
Ability to adjust messages to diverse audiences quickly establishing credibility, along with ability to maintain ongoing relationships.
Can investigate and analyze information and make sound recommendations and ability to develop projected budgets.
Strong multi-task focus along with capability to thrive in a fast-paced and dynamic environment.
Resolve problems efficiently and quickly.
Requires the willingness and ability to travel (weekday and weekend travel is required).
About Veritas Meeting Solutions
Veritas Meeting Solutions was founded in 2013 by industry-experienced professionals, Sue O’Sullivan and Donna Kelly. The company has grown carefully and strategically over the past 5 years to be recognized as a leader in the Association Management industry. The founders’ vision for Veritas was to build a solid management team dedicated to the medical sub-specialty market that is 100% customer service focused, with specific attention to implementing creative, innovative and strategic programs, customized to each client.