Job Title: Meeting Planner, International
Department: Meetings & Events
FLSA Status: Exempt
Classification: Full-Time
Location: Remote [Employment in this role requires maintaining a valid passport to ensure ability to travel internationally as needed.]
Salary Range: $80,000.00 - $90,000.00
Application Requirements: All candidates must submit a cover letter along with a resume to be considered for the role.
Who We Are:
Talley Management Group, Inc. (Talley), is an employee-owned company who specializes in delivering innovative management solutions that empower associations, non-profits, and professional societies to thrive. We partner with organizations to provide full-service association management and outsourced services. Our tailored approach ensures that our clients achieve their goals, enhance member experiences, and create lasting impact within their industries.
What We Do:
Founded on a passion for excellence and collaboration, Talley is a leading association management company with decades of experience serving diverse associations. We are a team of dedicated professionals committed to fostering connections, driving growth, and delivering results. Guided by our mission and core values, we strive to be the trusted partner that organizations rely on to navigate challenges and achieve their mission.
Position Overview:
The Meeting Planner, International is responsible for the strategic planning, coordination, and execution of high-quality conferences, meetings, and events for association clients with a global presence in the science, engineering, and technology industries. This role requires expertise in international event logistics, cross-cultural communication, vendor and venue management, and budget oversight. The Meeting Planner, International will act as a trusted advisor to association executives, offering strategic input that extends beyond logistics to help shape the long-term success of global programs. The ideal candidate is a proactive, detail-oriented professional who thrives in a fast-paced, multi-client environment and can seamlessly manage events across multiple time zones, currencies, and languages while ensuring exceptional client service.
Key Responsibilities:
Meeting Planning & Logistics
- Destination & Vendor Network: Leverage and maintain a global network of destination partners, DMCs, vendors, and venue contacts to secure competitive pricing, local expertise, and high-quality service delivery.
- Lead the planning and execution of in-person, hybrid, and virtual international conferences, meetings, and events.
- Develop and manage comprehensive project plans, timelines, and deliverables to ensure events are executed on time and within budget.
- Source, negotiate, and contract with international venues, hotels, vendors, and suppliers.
- Coordinate travel logistics for attendees, speakers, and staff, including visas, customs, and international travel advisories.
- Manage room blocks, catering, audiovisual, translation/interpretation services, and transportation.
Client & Stakeholder Management
- Global Awareness & Risk Insight: Maintain a working knowledge of global economics, political developments, and travel/security advisories that may impact meetings. Provide proactive guidance to clients on potential risks, opportunities, and alternative strategies.
- Cross-Border Knowledge: Understand implications of international taxation (e.g., VAT, GST) and regulatory requirements that may affect event budgets, contracts, and compliance.
- Serve as the primary point of contact for assigned international clients, providing regular updates and managing expectations.
- Collaborate with client leadership to develop program agendas, session formats, and content.
- Liaise with volunteer committees, boards, and working groups to gather input and maintain alignment with client goals.
Financial Management
- Financial Compliance: Provide insight into country-specific financial requirements (VAT reclaim, tax exemptions, banking regulations, foreign exchange risks). Advise clients and executive directors on the financial implications of international planning decisions.
- Prepare, monitor, and reconcile event budgets, including multi-currency transactions.
- Ensure cost-effectiveness by negotiating contracts and seeking competitive bids.
- Provide financial reporting to clients post-event.
Marketing & Communications
- Partner with marketing teams to develop event promotional strategies and timelines.
- Oversee production of conference materials, including programs, signage, and mobile apps.
- Ensure event branding and messaging align with client guidelines and resonate with international audiences.
Onsite & Virtual Event Execution
- Lead onsite operations for international conferences, ensuring smooth event flow and resolution of issues.
- Manage event staff, volunteers, and vendors to deliver exceptional attendee experiences.
- Oversee technology platforms for hybrid or virtual events, ensuring seamless delivery across global regions.
Qualifications:
Education Requirements:
- Bachelor’s degree in Event Management, Hospitality, or a related field preferred.
- CMP, CEM, or similar certification strongly preferred.
Experience Requirements:
- Minimum 5 years of professional experience in conference or event planning, with at least 3 years focused on international events.
- Demonstrated experience collaborating with science, engineering, and technology professional associations to plan, coordinate, and execute industry conferences, technical symposiums, and educational events.
Knowledge, Skills, & Abilities:
- A solid understanding of cultural and diplomatic sensitivity, with the ability to comprehend cultural etiquette; understand geopolitical sensitivities that may impact content, participation, or destination selection.
- Proficiency in Microsoft Office Suite and various AMC project management tools.
- Experience working in an association management company or with multiple client accounts preferred.
- Proven success managing budgets for events.
- Familiarity with international regulations, customs processes, and cultural business practices.
- Excellent analytical, problem-solving, and strategic thinking skills.
- Exceptional communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally.
- Demonstrated leadership abilities with a track record of team management.
- High ethical standards and integrity.
- Self-starter who is driven and has the ability to work independently.
- Exhibit a high level of attention to detail in order to produce accurate results.
- Ability to work collaboratively in a team environment to support strategic direction.
Supervisory Responsibilities:
Core Competencies:
- Project Management: Ability to juggle multiple projects with competing deadlines in a fast-paced environment.
- Cross-Cultural Communication: Sensitivity to and respect for cultural differences; ability to adapt communication styles.
- Problem Solving: Resourceful and decisive in managing unforeseen challenges.
- Client Service: Dedicated to exceeding client expectations with responsiveness and professionalism.
- Collaboration: Works effectively with diverse internal teams, clients, and global vendors.
- Attention to Detail: Maintains high standards of accuracy in all aspects of event planning.
Success Metrics
- On-Time & On-Budget Delivery: All conferences executed within agreed timelines and budgets.
- Client Satisfaction: Positive post-event survey results from clients and attendees.
- Operational Efficiency: Effective coordination of multiple events with minimal errors or rework.
- Revenue Goals: Achievement of financial targets, including sponsorship and registration revenue.
- Stakeholder Engagement: High levels of satisfaction among boards, committees, and attendees.
Physical Demands & Working Environment:
- This is a remote position.
- Percentage of travel (inclusive of Talley and client related obligations) – up to 30%
- This role primarily involves desk-based work using a computer and standard office equipment. Employees must be able to sit or stand (based on preference) for extended periods, type and use a mouse, view a computer screen, and participate in virtual meetings. Occasionally, light lifting of items like laptops or small office supplies (up to 15 pounds) may be required. Employees are expected to maintain a comfortable home office setup and adhere to safety guidelines for physical needs, ensuring an efficient and productive work experience.
- If travel is required, additional physical requirements include navigating airports, public transportation, and meeting locations, lifting luggage or equipment (up to 50 pounds), sitting or standing for extended periods, and adapting to various environments such as conference centers or client sites.
- If an accommodation is required, individuals are expected to contact Human Resources to ensure Talley can provide the necessary support and ensure a safe, comfortable work experience.
Benefits:
- Health Insurance, including medical, dental, and vision
- 401K with Employer Match
- Employee-Ownership Program
- Employer paid Life and AD&D Insurance
- Long-Term Disability
- Flexible Health Spending Account (FSA)
- Various voluntary benefit options
- Employee Assistance Program (EAP)
- Semi-Monthly Internet Reimbursement
- Flexible Time Off
- Paid Holidays
- Winter Vacation
- Bonus Opportunities
- Professional Development
Talley is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
