Description

McDonald Association Management Company, Inc. (McDonaldAMC) is a family-owned association management company based in Sacramento, CA. We are seeking a full-time, Meeting Planner to support the Account Managers for several clients.  Candidates with 2-3 years’ experience in either meeting/events or the knowledge of non-profit association structures are preferred, but not required. 

McDonaldAMC clients are 501c6 or 501c3 non-profit associations.  The meetings and events the position would manage and assist a range of meetings and events from 12-person Board meetings, fundraiser events, half day educational seminars, and trade shows with 100+ exhibit booths and 1,000+ attendees.

The Meeting Planner will report to the Account Manager(s) to ensure that each meeting/event is properly planned, promoted, and executed.

Typical job duties will include:

• Assist in the RFP process and solicit venues
• Program and logistics support
• Speaker coordination
• Support VIP travel and hotel accommodations
• Create and send event promotional materials (email, mail and social media)
• Assist in registration procedures (phone and email inquiries)
• Basic accounting processes (mailing/emailing invoices, processing credit card/check transactions)
• Website and newsletter updates
• Assist in the preparation of all onsite materials
• Assist in distributing any continuing education certificates
• Solicit and confirm any 3^rd party event vendors
• Participate in committee planning meetings
• Provide onsite support, when needed (virtual and in-person)
• Assist in the solicitation and management of sponsors and exhibitors
• Communicate with members and sponsors via phone and email
• Assist in database management of sponsor and members

Requirements

Travel and onsite staff support:

The Meeting Planner is required to work onsite at events.  Onsite duties include working the registration desk and managing any additional onsite staff.

Anticipated in-person travel is about 15-20 events per year, with 2 events 2-3 days in length. The event times vary throughout the week and sometimes on weekends so flexibility on schedule and travel is necessary.

Work Environment:

The McDonaldAMC office is located in Sacramento, CA in the Arden-Arcade area.  Office/cubicle space is available for candidates in the area; however, we are accepting hybrid and remote applicants but must be located in the Sacramento to Stockton area.

Experience, Education and Skills:

• Bachelor degree preferred
• Three years’ experience in meeting/event planning is required
• Knowledge of the non-profit association industry is preferred, but not required
• Required: above average skills in Microsoft Office products (Word, Excel, PowerPoint) and Adobe PDF
• Knowledge of Cvent event management software is preferred
• Required: excellent customer service and phone & email communication skills

Salary and travel reimbursement:

Salary is based on experience.  Travel reimbursement and per diems are provided for the in-person events.