Meeting Planner – Tel Aviv

" "

Kenes Group is looking for a Meeting Planner to join our Operations department. The Meeting Planner will manage all operational aspects of conferences in accordance with the provided timeline, specs and budget. The Meeting Planner will also manage an operational Gantt including schedules set for supporting departments (i.e. managing project timelines of additional team members, such as volunteers). The Meeting Planner will further ensure that the client expectations are met, coupled with ensuring the highest level of service and adherence to company standards.

Main areas of responsibility:

  • Lead the conference operational team (from various supporting departments) and excel with interpersonal and management skills necessary to ensure the success of the conference
  • Manage overall conference operational Gantt, including schedules set for supporting departments
  • Responsible for day-to-day budget expense management per conference, including obtaining proposals, updating budgets, purchase orders and payment approvals
  • Work closely with the client on conference logistics (i.e. clients preferred conference set-up, styles, designs, and production)
  • Work with suppliers on conference production, including (but not limited to) builders, AV, IT, freight, Internet, signage, bags, printing, staffing, catering, and social events
  • Maintain the master project plan, manage project scope, and client expectations; function as a liaison between clients and project team members (logistics, budget, preparatory meetings and site visits, and on-site arrangements including social events)

Logistical / Technical tasks:

  • Congress layouts: exhibition planning and management, IT infrastructure, conference building requirements (i.e. registration desks and poster sessions), catering, meeting rooms, signage, shipments and material handling, social events logistics (decor, entertainment, etc.)
  • Review/assure quality of conference products, including from supporting departments (i.e. managing timelines, tracking software used for congress requirements)
  • Critical analysis of working processes and onsite conclusions – regular feedback to team and management, including presentation of possible solutions

Job skills and qualifications:

  • Excellent time management skills
  • Multi-tasking
  • Service oriented (high level)
  • Experience in managing budgets / financial targets
  • Leader and at the same time can work as “one of the team”
  • High degree of accuracy
  • Outstanding communication skills (spoken and written)
  • Ability to work under pressure and meet deadlines
  • Independent with high level of discipline

Education and experience:

  • Academic degree – required
  • Ability to work long hours, overtime as needed, including weekends
  • Global citizen in spirit – position requires frequent travel abroad
  • Fluent/high-level of English; knowledge of other European languages – an advantage
  • Excellent computer skills, including all Microsoft Office programs (Outlook, Word, Excel, PowerPoint)