Meeting Planner

HAYS Poland jest firmą doradztwa personalnego, należącą do międzynarodowej grupy HAYS plc, notowanej na giełdzie w Londynie i największej firmy rekrutacyjnej w Wielkiej Brytanii.

Grupa posiada ponad 390 biur w 27 krajach na całym świecie, w których łącznie pracuje 8 300 specjalistów. Jest liderem w Europie Środkowej i Wschodniej, Azji, Ameryce Południowej, Australii, Nowej Zelandii, Chinach, Japonii, Hong Kongu i Kanadzie.

Your new company
Our client is a leading provider of travel solutions, integrated consulting services, proprietary research, and end-to-end meetings and events capabilities. These innovative offerings enable customers to optimize the return on their travel and meetings investments.

Your new role
Within your new role you will be responsible for delivering an innovative, quality, meetings consultancy service for conferences, meetings and group accommodation. The job holder will be responsible for providing a total venue finding service – including: rate negotiations, production of proposals, contracting, payment to suppliers, reconciliation of spend, reporting etc. The person will be responsible also for building individual client relationships that guarantee client loyalty and repeat business. In some cases the Meeting Planner may be also responsible for Planning part of the project so coordinating the event after the contract is signed through the organising all the services requested by the clients ending on execution of the event, reconciliation and reporting. Meeting Planner will be responsible for delivering an innovative, quality, meetings consultancy service for conferences, meetings and group accommodation. The job holder will be responsible for providing a total venue finding service – including: rate negotiations, production of proposals, contracting, payment to suppliers, reconciliation of spend, reporting etc. The person will be responsible also for building individual client relationships that guarantee client loyalty and repeat business. In some cases the Meeting Planner may be also responsible for Planning part of the project so coordinating the event after the contract is signed through the organising all the services requested by the clients ending on execution of the event, reconciliation and reporting. You will be responsible for sourcing venues for a global international client external or internal (working hours might be in shifts between 08:00 – 18:00), working with Suppliers to secure savings/added value and to maximize all commercial opportunities for Global Business Travel, qualifying the client’s brief and sourcing appropriate venues within pre-agreed SLA’s, multiple venue finding, negotiation and proposal according to the client’s requirements as well as any preparation of costings and invoicing that may be required, accurate data input into reporting systems, undertake continuous self-development and training to ensure outstanding quality and customer satisfaction standards are achieved, maintaining up to date knowledge of key locations and venues by working with suppliers on product updates, attending fam trip supplier meetings/presentations etc. In addition to that you will be also in charge of brief development, project planning and timeline development, detailed Word or PowerPoint proposal, developing and securing arrangements for entertainment, decoration, activities, travel documents etc., coordinating food and beverage, managing room block and attrition, project management / work with 3rd parties (e.g., DMC, audio-visual, speakers, insurance agency, etc.), meeting space management, attendee management, budget management, final cost reconciliation, invoicing and payment, reporting, providing support for the team in various administrative tasks.

What you'll need to succeed
Excellent venue knowledge, mainly in Europe – extensive knowledge of UK market is an advantage, methodical approach to work with excellent project and time management skills, show good initiative/communication skills, specifically telephone techniques – including ability to interpret clients requirements and lead the client where appropriate by demonstrating knowledge and expertise, strong negotiation skills, good understanding and usage of online tools, Microsoft applications and reporting systems, commercial awareness, solid accounting understanding, basic knowledge in bookkeeping; analytical thinking, confident, professional personality which is portrayed on the telephone and face to face with colleagues and clients, ability to resolve discrepancies, excellent team player skills supporting colleagues and ensuring the smooth operation of the department, good collaboration with the Project Manager / Senior Project Manager, very good English skills are a must. Hungarian, German, French or one of the Nordic languages will be an added value, flexibility & ability to adapt, managing and prioritizing tight deadlines and work under pressure, experience of minimum 3 years on event management: Incentives, Product Launches, Internal Sales meetings, trainings….

What you'll get in return
Our client offers full time employment based in Warsaw, the capital city of Poland. You would work in a stable international company in the multinational team.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career

Prosimy o dopisanie następującej klauzuli „Wyrażam zgodę na przetwarzanie moich danych osobowych zawartych w ofercie dla potrzeb procesu rekrutacji zgodnie z Ustawą o ochronie danych osobowych z dnia 29.08.1997r., Dz. U. Nr 101, poz. 926 ze zm.” Numer w rejestrze agencji zatrudnienia: 361 hays.pl