"Meeting & Event Planner"

Position Summary

The Meeting and Event Planner is responsible for coordinating and executing high-level meetings and events, with a primary focus on planning the Board of Trustees meetings. This role manages all logistical details including travel, lodging, meals, and meeting support to ensure seamless experiences for board members and other key stakeholders. The ideal candidate is highly organized, detail-oriented, collaborative, and able to manage multiple priorities, while maintaining professionalism and discretion. This position reports directly to the Chief of Staff and works closely with the Office of the President.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

• Plan, coordinate, and execute all aspects of Board of Trustees meetings, including scheduling, venue arrangements, catering, lodging, transportation, and on-site support.
• Manage travel logistics for board members and senior leadership, ensuring accuracy, comfort, and cost-effectiveness.
• Coordinate with vendors, hotels, and service providers to secure contracts, negotiate pricing, and ensure quality service delivery.
• Collaborate with appropriate areas to consolidate the information and create travel manifests with key, confidential details (such as emergency contacts, food allergies and accessibility needs), and share with authorized event partners (internal and external).
• Coordinate and collaborate with on-campus partners such as Campus Safety, Facilities, IT, etc. to ensure availability of appropriate resources.
• Work with Marketing and Brand Management to develop communications and marketing materials as needed.
• Develop detailed meeting timelines, itineraries, and briefing materials to support smooth execution of board meetings and related events.
• Monitor and manage budgets for board meetings and events, reconciling expenses and ensuring cost control.
• Provide on-site event support, anticipating and resolving issues to guarantee a professional, seamless experience.
• Maintain confidentiality and exercise sound judgment when handling sensitive information and working with high-level stakeholders.
• Prepare post-event reports and evaluations to improve future meetings and events.
• Plan, coordinate, and execute all aspects of the president's holiday dinner.
• Facilitate the contract, travel, and other logistics for the university's commencement speaker.
• Serve as an advisor and collaborator on other university projects and events as needed.
• Assists the Chief of Staff and Office of the President with other duties as assigned.

Conditions of Employment

Must achieve satisfactory results from a background check.

Required Education & Experience

Bachelor's degree in hospitality, event management, business administration, or related field (or equivalent experience). 3+ years of experience in event planning, meeting coordination, or related role.

Required Knowledge, Skills, & Abilities

Strong organizational skills and attention to detail with the ability to manage multiple priorities. Excellent communication, presentation, and interpersonal skills for interacting with board members, executives, vendors, stakeholders, and the university community. Excellent problem-solving skills and the ability to think strategically. Ability to exercise independent judgment and initiative; to be innovative and self-motivated. Demonstrated commitment to confidentiality and the ability to work with sensitive information, records and reports. Ability to adapt quickly to changing objectives, priorities, and circumstances. Strong work ethic and a high level of integrity. Proficiency with Google Suite, and Microsoft Office Suite. Analytic and budget management skills. Ability to work flexible hours and travel as needed.

Preferred Qualifications

Experience supporting executives or boards strongly preferred. Prior administrative or event planning experience in a higher education setting. CMP, CMM, PMP or related certification.

Typical Physical Demands & Working Conditions

Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.