New 
Meeting Planner II
 Spectraforce Technologies | |
 United States, Texas, Austin | |
| 2435 East Riverside Drive (Show on map) | |
 Oct 02, 2026 | |
|
Job Title: Meetings & Conference Room Planner Location: Austin TX 78727 Hybrid, in office Tues-Thurs Duration: 4 Months Overview: The Meetings & Conference Room Planner is responsible for organizing, coordinating, and executing a high volume of onsite meetings and events. This position manages multiple priorities and collaborates closely with stakeholders, vendors, and internal resources to ensure seamless cross-functional planning and exceptional delivery. The Planner provides strong support to departments across the organization, bringing creative ideas, effective negotiation skills, and highly effective communication to every project. Detail-oriented and skilled at building constructive relationships with both internal and external groups, the Planner plays a key role in achieving successful and impactful meetings and events. Key Responsibilities: * Collaborate with internal clients to understand meeting objectives, requirements, and logistics. * Manage all aspects of onsite meeting planning, including conference calendar, catering, AV setup, transportation, security, building access, room layouts with facilities, evening events, and accommodation (if required). * Coordinate with vendors and suppliers to ensure quality service delivery. * Organize campus tours and ensure awareness with the department leaders and teams, fostering organizational awareness and engagement. * Develop detailed event timelines, checklists, and communication plans. * Select, evaluate, and manage suppliers, maintain a repository to ensure compliance with company policies and requirements. * Lead onsite event execution, troubleshooting issues as they arise. * Track budgets, expenses, and enforce compliance with company policies. * Maintain records of meeting activities, attendee lists, and post-event feedback to support continuous improvement. * Work closely with others to ensure coverage and support. * Serve as primary point of contact for internal customers throughout the planning process. * Maintain and share a real-time conference room calendar, including details of stakeholders, number of attendees, with Austin-based teams and leaders. * Work onsite in Austin 5 days a week. * Other meetings and meeting related projects as assigned. * Assist in planning large national meetings and travel to support onsite logistics. Qualifications: * Bachelor's degree or equivalent experience in event planning, hospitality management, or a related field. * 5+ years of experience of meeting planning experience * Proven experience in conference or meeting planning for internal customers. * Excellent organizational, communication, and multitasking skills. * Ability to work under pressure and adapt to changing circumstances. * Strong problem-solving skills and attention to detail. * Flexibility to work evenings and weekends as needed during peak event seasons. Other items Up to 20% Travel CMP preferred | |