Meetings & Special Events Planner

We are seeking a dynamic, highly organized and proactive Meetings & Special Events Planner to support the planning and execution of smaller meetings, events and incentive trips, while also assisting with larger, more complex events. This role involves full-cycle event coordination—from pre-planning through post-event wrap-up. The ideal candidate will deliver the highest quality customer service while creating memorable events that motivate and inspire attendees.
The role will reside within the Executive Incentives & Travel department to support and work directly with JM Family Enterprises and its subsidiary companies.

Responsibilities: 

• Manage, plan, and execute JM Family Enterprises' portfolio of events delivering engaging, and well-thought-out customer experiences that exceed attendee expectations

• Consult with internal clients to identify their program goals, objectives, and ensure customer satisfaction.

• Design, plan, and execute all aspects of the company’s meetings, special events, and small to mid-size incentive trips as well as provide support assisting with larger programs.

• Facilitate and manage all event details for on and off-site events including communication, registration, décor, amenities, production, entertainment, transportation, venue selection, contract negotiations, food and beverage selection/coordination, and coordination of program content.

• Collaborate with corporate travel agencies to coordinate group air arrangements.

• Build solid relationships with internal departments, external vendors, and customers.

• Ensure compliance with legal, risk, and safety requirements.

• Create, manage, and reconcile event budgets and process a variety of payments.

Qualifications:

• Bachelor’s degree in hospitality, event management, or a related field, or equivalent experience required.

• Minimum of 2 years of experience in corporate event planning or a hospitality-related field.

• Demonstrated experience planning and managing corporate meetings, incentive trips, and special events.

• Solid budgeting acumen, including maintaining program budgets and reconciling billing statements.

• Experience managing multiple high-volume projects simultaneously, with the ability to prioritize and meet tight deadlines autonomously in a dynamic, collaborative environment.

• Skilled in vendor relationship management across a wide range of services (e.g., hotels, audiovisual, destination management firms, transportation, catering, entertainment, etc.).

• Proficient in addressing complex issues and special requests with professionalism and sound judgment.

• Experience conducting site inspections, sourcing activities, and assessing event suitability.

• Knowledge of event management tools such as CVENT (registration sites, mobile apps, custom reporting, data management) preferred.

• Strong project management skills including timeline creation, forecasting, and delivering events on time and within budget.

• Knowledge of project management tools like Basecamp and Workfront.

• Experience with Concur is a plus.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Outstanding verbal, written, and interpersonal communication skills with the ability to engage skillfully with all levels of stakeholders.

• Remarkable organizational, time management, and administrative skills with great attention to detail.

• Customer service-oriented with a solutions- and results-driven mindset.

• Ability to be forward-thinking, anticipate needs, and solve problems efficiently.

• Tech-savvy and quick to adapt to new tools and platforms.

• Enthusiastic, curious, and committed to continuous learning and innovation.

• Must be able to travel domestically and internationally (10%-20%), sometimes on short notice.

• Ability to work variable hours, including evenings and weekends; on-site program days may exceed 14 hours.

• Capable of lifting, carrying, or pulling up to 50 pounds; physical activity may include assembling signage, moving equipment, and walking long distances during site visits.

• Must demonstrate flexibility to perform additional duties as assigned and contribute to a team-oriented work culture.

• Model JM Family’s Core Values: Consideration, Cooperation, Communication, Innovation, and Accountability.

• Ability to work flexible hours based on business needs

• Hybrid scheduling (work from home) is available two days per week and three days in the office 

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of JM Family. All work arrangements are subject to associate performance, business need and manager discretion, and may be revised as necessary.

JM FAMILY IS PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER 

JM Family Enterprises, Inc. is an Equal Employment Opportunity employer. We are committed to recruiting, hiring, retaining, and promoting qualified associates without regard to age, race, religion, color, gender, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, gender expression, mental or physical disability, national origin, marital status, citizenship, military status, genetic information, veteran status, or any other characteristic protected by federal, state, provincial, or local law.

DISABILITY ACCOMMODATIONS