ADTRAV Travel Management, founded in 1977, has over four decades of experience in managing corporate, government, vacation, group, meetings, and incentive travel programs across the United States. We have experienced steady growth throughout our history and are currently ranked as one of the top business travel management companies in the country.

ADTRAV is seeking a Meeting Planner that is dedicated to a client and is responsible for the complete negotiation, coordination and execution of at least 75 events per year with a focus on the internal customer to understand and satisfy their objectives. This may include but is not limited to locating venues, negotiating hotel rates, reviewing client contracts, maintaining the registration site, reviewing detailed orders, securing accommodations that include hotel and airlines, and distributing confirmations. The Meeting Planner must have exceptional customer service and organizational skills, attention to detail, and a professional demeanor. The ideal candidate must thrive in a challenging and fast-paced atmosphere where prioritizing and multi-tasking are the norm.

NOTE: The general schedule for this position is Monday-Friday, 8am-5pm CT. The position is required to be on client site in Chicago, IL three days a week. 

Essential Duties and Responsibilities include the following: 

Plan and deliver high quality meetings and events for client based on outlined objectives and key deliverables. This can include but is not limited to locating appropriate venues, negotiating contracts and rates with vendors, developing registration mechanisms, establishing event schedules, managing vendors and contract onsite staff, and overseeing arrangements, registration, audio visual, décor, catering, entertainment, transportation, and all event tasks to ensure completion to client satisfaction.Work collaboratively across departments to execute on meetings and events. Research venues, conduct site visits as necessary, and create comparative cost and price analysis for evaluation based on the event’s needs and objectives. Manage the negotiation of contracts for facilities, lodging, meals, entertainment, ground transportation, catering/menu selections, audio-visual equipment, off-site meals, activities and other special requirements. Create and update rooming lists, banquet event orders, group resumes, etc.Manage the day-to-day needs of ongoing meetings.Provide creative, cost-effective meeting services while streamlining and mitigating costs.Monitor meeting/event budgets and prepare periodic reports for key stakeholders.Reconcile event invoices and process credit card charges in a timely manner.Maintain current directory of hotels, food and beverage vendors, and timetables and answer inquiries concerning pricing, fares, and accommodations. Demonstrate expertise by making recommendations on cities and venues based on goals, objectives, and industry trends. Conduct post-meeting/event evaluations to receive feedback. Utilize and update meeting technology tools with current meeting information. Create event web sites, track attendance, and generate reports as needed. Create more effective events through knowledge of the latest trends and developments in creative meetings, events, and group travel programs. Travel to meetings and conferences as needed. Identify process and workflow efficiencies and provide recommendations on how to improve.Become knowledgeable in client and ADTRAV's industry and customer base.Utilize various applications, including meeting and event specific tools, and various internal applications. Represent ADTRAV by embracing the company values and maintaining effective working relationships with employees, partners, vendors, and clients. Adhere to company policies and procedures. Other duties as assigned. 

Qualifications: 

High school diploma or equivalent required. Bachelor’s degree in related field (e.g., Hospitality, Event Management) preferred. Professional meeting planner experience required. Minimum 3-5 years of demonstrated experience producing a range of small to large scale events and managing vendors in multiple areas. Strong client service skills with the ability to balance the voice of the customer with the strategic voice of the business. Excellent negotiation skills with the ability to read and interpret contracts and negotiate details with vendors. Experience with event planning software/applications and building and managing registration web sites. Experience with Microsoft Office suite (Outlook, Word, Excel, PPT).Excellent detail-oriented, time-management and organizational skills, with a proven ability to multi-task and manage multiple projects with simultaneous timelines and deadlines, with minimal supervision. Experience working both independently and in a team-oriented, collaborative environment. Strong team contributor who is willing to take on other tasks as needed. Ability to communicate ideas and concepts clearly and concisely, while also being open to receiving feedback and direction as needed.Proven ability to remain calm in stressful situations and be a problem solver. Able to communicate and work collaboratively with cross-functional teams and all levels of management to execute business objectives.Excellent English written and verbal communication skills. Able to present a professional and positive demeanor with internal and external customers/clients and work cooperatively. Ability to work consistently at client office location (3 days per week) at agreed upon schedule (8am-5pm CT). Ability to work remotely and meet the company home-office requirements. Able to sit and work at a computer for extended periods of time while working in an office. Able to stand and walk for extended periods of time at meetings/events, with constant bending and lifting of objects up to thirty pounds. Able to work a schedule that includes nights and weekends to support meetings and events. Able to travel up to 40% as needed for client and company meetings. Able to maintain confidentiality of company and client information. Able to successfully pass a credit, criminal, and/or employment reference background check.

The salary range for this position is $70,000-90,000/year. Pay is based on experience in event planning. ADTRAV offers a competitive benefits package that includes medical, dental, vision, life, disability, Flexible Spending Accounts, 401(k), and PTO.

ADTRAV Corporation an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.