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Meeting Coordinator II

The Company:  Aflac Columbus
The Location: 

Columbus, GA, US, 31999 Remote, US

The Division:  Corporate Services
Job Id:  2640

Job Summary

Works under general guidance of the Manager of Travel, Meetings & Incentives to plan and execute meetings and events for assigned market & broker offices and corporate divisions, including planning and execution of events, on-site transportation, and food and beverage selection.

 

Principal Duties & Responsibilities 

  • Consults with management and company officials to discuss details that will meet or exceed the needs/expectations for meetings; works to ensure that the meeting projects an image consistent with its purpose and audience; g; analyzes and creates materials that enhance the meeting or event purpose, to include pre-trip communication and registrations; sources, contract negotiations , budget development, meeting specifications (space, sleeping accommodations, food & beverages) attendee management, account reconciliation; manages numerous meetings in various stages of development 
  • Operate in a consultative and strategic role with internal and external customers in the execution of meetings and events (virtual, hybrid and in person); requires expert knowledge of successful meeting/conference planning techniques, methodologies and technologies; using independent judgment and discretion in planning and implementation of both internal (Sales, Recognition, Leadership) and client-facing programs. Must have a keen sense of corporate culture with the ability to effectively communicate and interact with all levels of management, and conduct themselves in a highly professional manner 
  • Manage programs on-site; serving as primary contact between client and all vendors. Ensure that all program procedures and activities are effectively developed, communicated to clients for approval, and executed within the required timeframe. Review and audit all program related billing for accuracy, reconcile payments to vendors, and track and report expenses to clients. Ensures timely program delivery within budget. Maintain accurate records, systems input and complete file management as outlined in department policies and procedures. Ensures appropriate file inclusions of negotiated savings and appropriate vendor selection for audit and corporate compliance. Communicate and enforce policies to ensure legal, risk management and finance compliance. Assist team and management on special project assignments in support of department, division and enterprise initiatives to include major events (Honor Club Trips and Market Office Trips). All other duties as assigned by the management

 

Education & Experience Required 

  • Minimum Required Bachelor's Degree Business Administration or related field 
  • Minimum Required Three to four years of related work experience

 

Education & Experience Preferred

  • Preferred Travel and Global Meeting experience

 

Or an equivalent combination of education and experience.

 

Job Knowledge & Skills 

  • Microsoft Office Suite – Intermediate 
  • Technical skills in various IT tools and technology; such as virtual meetings management, attendee management tools, online booking tools, meeting apps, etc. 
  • Versatility, flexibility, and ability to work within constant changing priorities with enthusiasm 
  • Strategic thinking, superb time management, judgment, and problem solving skills 
  • Demonstration of a high level of integrity and ethics 
  • Thrive in a fast-paced environment and comfortable being accountable for decision making 
  • Relentless focus on clients’ needs and consistent rising of the bar on service excellence 
  • Ability to work nights and weekends when needed or scheduled

 

Competencies 

  • Acting with Integrity 
  • Communicating Effectively 
  • Pursuing Self-Development 
  • Serving Customers 
  • Supporting Change 
  • Supporting Organizational Goals 
  • Working with Diverse Populations 

 

Working Conditions

The statements below describe the general nature and level of the work and are not an exhaustive list of all responsibilities, duties, and skills required.

Normal office environment (virtual or in-person)

Flexible work schedule, including overtime, weekends, and holidays

The nature of the service requires that the incumbent be on call to respond to demands at extended hours, including nights and weekends

 

Travel

≤ 25%


Nearest Major Market: Columbus GA