Opal Group is a global conference organizer catering to top executives and decision makers throughout various industries
Conference Meeting Planner
Location
United States
Posted
1 day ago
Salary
0
Seniority
Senior
Job Description
Conference Meeting Planner
Opal Group
• Manage assigned conferences from planning through onsite execution, ensuring all logistical requirements are completed accurately and on schedule • Serve as the primary coordination contact for assigned events and maintain communication with internal teams, vendors, speakers, sponsors, and attendees • Source, coordinate, and manage event logistics including hotel accommodations, catering, audiovisual services, transportation, shipping, printing, and other vendor services • Prepare event specifications and communicate conference requirements to vendors while assisting with contract review and cost management • Monitor hotel room blocks, attendee accommodations, and related travel logistics • Coordinate speaker, sponsor, and attendee information, ensuring all required materials and event details are collected accurately and on time • Manage conference registrations, event databases, and logistical tracking documents • Prepare event communications, planning documents, schedules, and operational materials • Track conference expenses and support budget management efforts for assigned events • Collaborate closely with Production, Audience Development, Sponsorship Sales, Marketing, Accounting, and Operations teams to ensure successful event execution • Resolve attendee, sponsor, speaker, and vendor inquiries in a professional and service-oriented manner • Travel onsite to manage event logistics, support conference operations, and ensure a successful attendee experience • Maintain detailed records, timelines, and project plans to ensure deadlines and deliverables are met • Additional responsibilities may be assigned as needed to support conference operations
Job Requirements
- Bachelor’s degree preferred
- Valid U.S. entry visa required
- Advanced English skills in verbal and written communication are required
- 3+ years of experience in meeting planning, conference planning, hospitality, event management, or a related field
- Strong organizational skills with exceptional attention to detail and accuracy
- Experience coordinating travel, accommodations, vendor relationships, and event logistics
- Excellent project management and multitasking abilities, with the ability to manage multiple conferences simultaneously
- Professional, polished, and customer-focused communication skills
- Strong problem-solving skills and the ability to adapt in a fast-paced environment
- Proficiency in Microsoft Office, including Word, Excel, and PowerPoint
- Experience with CRM systems, registration platforms, or event management tools is preferred
- Self-motivated and able to work both independently and as part of a team
- Willingness and ability to travel to support live conferences and onsite event execution
Benefits
- 100% remote work environment with occasional travel to on-site conferences (based on position)
- Paid Time Off (available after 90 days), including: Vacation Days, Sick Leave, Compensatory Time, One Wellness & Wellbeing Day, One Floating Holiday, and One Religious Observance Day per year
- Jury Duty Pay
- Paid Time Off for Voting
- Paid federal holidays with early release the day prior
- Summer Fridays
- All travel-related expenses covered for onsite events, including flights, hotel accommodations, and meals
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