Meeting Planner

Primary Purpose:

Manage and oversee all operations and execution of meetings, courses and events in the CHEST onsite Simulation and Training Center in Glenview, IL. Serve as the primary point of contact for internal and external clients interested in utilizing the training center, professionally representing CHEST in strategic interactions and identifying business opportunities. Assist with pricing, daily specs and services related to training center sales for all stakeholders & clients.

Primary areas of responsibility include financial management and budgeting, meeting space management and utilization, elevating attendee experience, vendor relationships, maintenance and equipment inventory, as well as additional supplier management and relationships.

Essential Functions:

• Demonstrate a passion for crushing lung disease and embody CHEST values:? honor the team, act with integrity, leverage strengths, cultivate innovation, and have serious fun.
• Serve as the primary point of contact (both pre-meeting logistics and onsite execution) for all meetings in the training center including but not limited to Live Learning/Simulation courses, Board Review, Board Meetings, Committee meetings, in-house staff events/meetings.
• Responsible for maintaining the TC master calendar with courses, committee meetings, set up/reset days, maintenance, external rentals, etc and keeping it up to date with any changes.
• Partnering with internal stakeholders (Business Development, HR, etc) on their in-house meeting/event needs.
• Work with internal staff and/or client to coordinate & execute all logistical components including but not limited ordering meals from external catering company (including incorporating any specials for dietary needs), ordering water jugs, ordering drinks, coffee & snacks, scheduling cleaning services, ordering necessary supplies related to F&B (cups, plates, serving utensils), room set up coordination, any furniture needed, signage, supplies, scheduling hotel transportation (shuttle and/or uber vouchers) for faculty/committee members.
• Partnering with IT department to maintain inventory of all TC room equipment, audio-visual and other items within the training center.
• Coordinate and oversee room resets with the cleaning company.
• During events, assist CHEST staff, VIPs, spouses, and/or guests with any special needs.
• Managing and document all Training Center procedures and ensure best practices for an elevated attendee experience on property.
• Partner with Facility Manager and IT department for any repairs/orders required.
• Review and submit all invoices in a timely manner.
• Provide monthly reports to Senior Director/SVP on number of courses, F&B actuals against budget (including beverages/snacks), etc.
• Create and maintain preferred vendor list of catering options & procedures for staff only meetings on the staff side of the building to assist CHEST staff with ordering for their own internal meetings.
• Maintain organization of the Training Center supplies (kitchen, cabinets, etc).
• Serve as main back up for Front Desk Specialist including but not limited to daily lunch break, few hours a week for front desk specialist to do other work (inventory staff cafe supplies, etc), front desk specialist PTO/sick days, etc.
• Be present onsite at CHEST headquarters building 5 days per week, Monday – Friday.

Other Responsibilities:

• Annual Meeting assignments based on availability and experience.
• Travel to CHEST annual meeting in October may be required.
• Assist in budget preparation, financial reporting and management of assigned budget line items.
• Other duties as assigned by Senior Director, Meetings & Events

Required Qualifications and Competencies:

• 4 years of college with specialized courses in hotel and/or meeting management, or commensurate work experience
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Demonstrated ability to think strategically about meeting logistics as well as the overall attendee experience.
• Demonstrated ability to work independently as well as in a team environment
• Strong organizational and prioritization skills to meet strict deadlines
• Attention to detail
• Familiarity with event contracting and event food and beverage planning
• Proficiency in Internet and Mac and/or PC-based computer applications including Word, Excel.
• Demonstrated ability to coordinate multiple tasks simultaneously while maintaining a customer service-friendly attitude and perspective
• Ability to work at CHEST HQ five business days per week.
• Ability to lift and move food and beverage inventory items weighing up to 25 pounds as needed
• Ability to work weekends, flexible hours, and extended hours

Preferred Qualifications and Competencies

• College degree in hotel and/or meeting management or related field
• 5 years experience of meeting planning in an association
• Project management background

Benefits:

While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment. From tuition reimbursement to parental leave, we offer the benefits that you want most.

Health and Wellness: Medical, dental, and vision insurance*; flexible spending account*; long- term and short-term disability insurance; life/AD&D insurance

Work/life Balance: 37.5-hour work week, Paid Time Off; Paid parental leave; Paid holidays

Giving and sharing: 401(k) with matching contribution from CHEST*; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement

Office perks: Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”

Additional Information:

The annual base salary range for this position is USD $72,000 to USD $77,000. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. CHEST considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations when extending an offer. CHEST is proud to be an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.

At CHEST, our employees come from different backgrounds with various lived experiences and dynamic strengths. We strive to continuously improve our way of working to reflect our commitment to inclusion and equity and build a workforce that reflects the communities that we serve. And that means we need you! Your experiences may only perfectly align with some qualifications listed in the job description. But if you are excited by this position, we highly encourage you to consider still applying. You may be just the right candidate to help us with our mission to improve patient care.

This description was designed as a convenience to acquaint employees and managers with the essential elements of the position. It is solely to summarize basic duties, and it is not intended to be a contract or guarantee of employment or any specific terms or conditions of employment.

• Participation is voluntary