Meeting & Event Planner - NCAA Conference Center

Shorts Travel Management (STM) is a renowned family-owned, women-owned private corporation that specializes in NCAA athletic travel management. STM is recognized as the sports travel expert, catering specifically to team travel, recruiting travel, group hotel bookings, bus charters, and air charters, delivering unparalleled services to hundreds of athletic departments annually. Ranking as the company that moves more student athletes than any other travel management firm, STM is committed to enhancing every aspect of athletic travel — from the journey to the destination and the return trip. The organization prides itself on its mission to provide smooth, efficient, and enjoyable travel experiences, operating under the philosophy that when you win, we all win.

STM fosters a vibrant and supportive company culture, emphasizing innovation, superior customer service, and teamwork infused with passion and dedication. Their team is driven by the goal of fostering long-term, meaningful relationships with clients by customizing travel programs that improve operational efficiencies and maximize the value of their products and services. As a reputable employer, Shorts Travel Management values diversity and is an Equal Opportunity Employer (EOE). They also participate in the E-Verify program to ensure employment eligibility in the United States.

The role available is for an experienced Meeting & Event Planner to join the STM team onsite at the NCAA Conference Center in Indianapolis, Indiana. With a competitive salary range of $60,000 to $65,000 yearly, this is an excellent opportunity for candidates with a strong background in event planning and management. The Meeting & Event Planner will be integral in organizing and managing all facets of NCAA meetings and events, from initial contracting and detailed planning to execution and final reconciliation.

This position demands hands-on involvement with client interactions, ensuring that internal meetings and events are smoothly coordinated. The successful candidate will have comprehensive responsibilities including managing proprietary Shorts Travel systems, handling hotel inventory, rooming lists, and registrations. Essential duties include planning event space allocation, room setups, catering, and audio-visual needs, as well as some on-site event management. Collaboration is key, as the planner will work closely with NCAA staff, in-house catering, audio-visual vendors, and external service providers to deliver seamless event experiences.

Exceptional customer service skills are vital, including strong listening, negotiation, communication, creative problem-solving, and attention to detail with reliable follow-through. The candidate must display flexibility, multitasking capabilities, and a team-oriented mindset, often supporting other departments or handling tasks beyond the typical scope of the position to benefit both clients and the company. Proficiency in software like Microsoft Office (Word, Excel, Outlook), Teams, Smartsheet, Delphi.fdc, and Vivien is necessary, alongside an aptitude for technology and analytical solutions.

Shorts Travel Management offers a comprehensive benefits package including medical, dental, vision, and life insurance, disability insurance, a 401(k) plan, and paid time off, making it a rewarding and stable workplace for professionals dedicated to excellence in meeting and event planning within the collegiate athletics travel industry.