Meeting Planner

The hiring organization is a well-established entity specializing in the planning and execution of continuing legal education (CLE) seminars. Situated in downtown Austin, TX, this company plays a crucial role in providing high-quality educational opportunities to legal professionals through its carefully organized seminars and events. The organization is dedicated to ensuring that each educational seminar is executed flawlessly — from initial planning and site negotiation to on-site management and logistical coordination. As a result, it operates in a professional environment that values precision, budget management, and collaborative teamwork. This company is currently seeking a Temporary Meeting Planner for a duration of approximately six weeks, working Monday through Friday from 8:00 am to 5:00 pm, with a competitive pay rate ranging from $23.00 to $25.00 per hour.

The role of Temporary Meeting Planner encompasses a comprehensive range of responsibilities focused on the orchestration of over 30 continuing legal education seminars each year. As a vital member of the meetings and sponsorship team, the planner is entrusted with managing on-site aspects to guarantee a smooth seminar experience. Key tasks include handling meeting expenses to remain within budget limits, managing program setups, and supporting special company projects related to event scheduling and contract negotiation. This role requires an individual capable of balancing various logistics — such as venue selection, room setups, catering, exhibitor placements, and audio/visual needs — while maintaining punctual and efficient processes.

In addition to logistical management, the Temporary Meeting Planner actively liaises with hotel and facility contacts to secure favorable terms and ensure all operational details are accurately planned and documented. These include negotiating contracts related to meeting rooms, registration areas, catering services, parking, and technical equipment. The planner is responsible for preparing detailed Meeting Prospectuses, which consolidate all vital seminar information to facilitate seamless coordination among staff and vendors.

This position demands meticulous financial oversight, including invoice review and reconciliation—handling upwards of $1,000,000 in invoices annually—and dispute resolution. Leadership qualities are essential, as the planner may also manage travel schedules for department staff, supervise temporary workers when required, and represent company interests while traveling to seminar sites. On-site involvement is a crucial component of the role, requiring attendance at pre-conference meetings and managing logistics during seminar presentations.

Given the multifaceted nature of this temporary position, the ideal candidate will be highly organized with excellent communication skills and the ability to work independently under pressure. Prior experience in meeting planning and knowledge of contract and hotel procedures are necessary. This role represents an exceptional opportunity to contribute to a professional organization that emphasizes quality, collaboration, and effective event management in the legal education field.