Conference & Meeting Planner
Location: Hybrid workplace, Albany, NY, or Raleigh, NC, preferred.
Job Type: Full Time
Salary Range: $70,000 - $80,000. Compensation commensurate with experience
About Capitol Hill Management Services (CHMS)
CHMS is a leading Association Management Company (AMC) providing comprehensive management services, including event management, financial oversight, certification, and strategic development. Our team provides expert support to a diverse portfolio of nonprofit professional associations, ensuring the highest level and quality of services are delivered to our clients.
Position Summary
The Conference & Meeting Planner is responsible for the comprehensive planning, execution, and financial oversight of a diverse portfolio of client conferences, meetings, and events. This role requires a proactive, detail-oriented professional who can manage all logistical and operational aspects to ensure events meet strategic objectives and provide an exceptional attendee experience.
The ideal candidate must thrive in a fast-paced environment, successfully multi-tasking across various client events while maintaining exceptional vendor negotiation and logistical expertise. Significant travel is required to provide onsite support and manage event delivery.
Key Responsibilities
Strategic Planning & Collaboration
• Collaborate with Association Managers and internal team leads to align event objectives and translate them into operational plans.
• Manage assigned conferences and meetings from initial concept through to post-event reconciliation.
• Contribute to the development and implementation of Standard Operating Procedures (SOPs) and best practices for event planning.
• Stay current with industry trends and event technologies to enhance service delivery
Logistics & Operations Management
• Manage all logistical components, including venue selection, food and beverage coordination, audio-visual production, transportation, and security.
• Lead the planning and execution of training programs, technical committees, and member meetings.
• Ensure exceptional in-person and virtual event delivery, including comprehensive vendor and logistics coordination.
• Provide onsite support, demonstrating flexibility and professional problem-solving in high-pressure or unexpected situations.
Financial Management & Procurement
• Monitor financial performance and provide fiscal stewardship for all assigned event portfolios.
• Negotiate contracts with hotels, convention centers, and third-party vendors (AV, decorators, etc.) to secure favorable terms.
Communications & Stakeholder Engagement
• Serve as a primary point of contact for vendors, maintaining trust-based relationships.
• Coordinate with internal CHMS departments to ensure seamless service delivery and compliance with governance policies.
• Assist in the development of event-related communications, including newsletters, presentations, and web content.
Preferred Qualifications
• Bachelor’s degree required; Certified Meeting Professional (CMP) preferred.
• 5–7+ years of experience in all areas of conference and meeting planning, with a proven track record of managing complex events.
• Demonstrated technical and professional skills in event management, alongside strong organizational and project management abilities.
• Exceptional oral and written communication skills with the ability to work effectively with diverse audiences.
• Solid financial acumen with extensive experience in budgeting and financial oversight.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook), Cvent, Stova, and association management software (AMS).
• Willingness and ability to travel (approximately 25%–30%) to represent clients and manage onsite logistics.
• Ability to assist with physical event logistics as needed.
To Apply: Please submit a resume and cover letter to careers@caphill.com. Include “Conference & Meeting Planner” in the subject line.