Naylor Association Solutions

Conference & Meeting Planner

Regular Full-Time


WJ Weiser, a successful medical association and conference management firm, is seeking a mid-level Meeting Planner to join our team in Schaumburg, IL and take on conference management for several existing and new client annual meetings. As a Meeting Planner with WJ Weiser, you will be responsible for overall meeting management, budgeting, advance and on-site planning and logistics, and communication with client program Associate and Executive Directors.




How you’ll spend your time:

  • Working closely with Directors and other departments to develop and manage meeting strategy, goals and outcomes
  • Sourcing venues and vendors, creating accurate and detailed RFPs, evaluating proposals, conducting site inspections, making recommendations on venues that will accommodate specific program needs, and negotiating contracts for assigned meetings
  • Providing and ensuring high quality, effective on-site support of programs; providing on-site hotel logistics, including F&B, room blocks/ hotel reservations, A/V, etc.
  • Helping develop and manage detailed program budgets, control documents and tracking information; completing all required documents and ensuring compliance with client policies and procedures
  • Adhering to project timelines to meet goals and deadlines
  • Overseeing related client projects as assigned


What you’ll need to be successful:

  • Bachelor's degree or equivalent
  • 2+ years’ direct work experience in meeting or conference planning experience; experience working with associations and/or medical meetings (CME) preferred
  • Demonstrated organizational skills; ability to efficiently multi-task and manage multiple projects while maintaining thorough records
  • Flexibility and adaptability; ability to balance changing and competing priorities
  • Strong interpersonal and excellent verbal and written communication skills (to negotiate contracts, communicate policies and procedures to diverse audiences, quickly establish and maintain professional external relationships, and liaise with a variety of internal and client staff members including executives)
  • Sound business acumen; ability to investigate and analyze information and make sound recommendations; ability to develop projected budgets
  • Ability to thrive in a fast-paced and dynamic environment
  • Stress management and pressure tolerance; ability to resolve problems efficiently
  • Ability to travel up to 30% of the time and work outside standard business hours including evenings or weekends when necessary


About us:

Since 1988, WJ Weiser has been recognized as the gold standard in association management with a reputation for unparalleled service. Weiser boasts a client retention rate that is among the highest in the nation and continues to add to our prestigious client base solely through client satisfaction referrals. As a trusted partner to over 50 leading national and international healthcare-related professional associations and academic institutions, Weiser is the ideal place to take your association management career to the next level.






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