STARTING SALARY RANGE: $42,542 – $47,860 annually, plus excellent benefits
POSITION TITLE: Meeting and Program Planner
Sources, plans and manages all aspects of council meeting, retreats, receptions, dinners, continuing legal education seminars and networking events for 47 State Bar sections. Scouts and sources appropriate facilities, bids, negotiates and secures contracts for meeting and event space. Works with section leadership on budgets and assists in the development and management of outstanding continuing education programs. Involves frequent contact with volunteers, section members, the public and organizations affiliated with the Bar. Reports to the Sections Department Director.
Bids, negotiates and secures contracts for appropriate venues for 100+ section events per year. Source locations, hotels, restaurants and other properties. Builds relationships with hotels, venues, caterers, contractors, vendors and suppliers. Works with section leadership regarding venue options, event costs and budgets.
Works within a budget to prepare event meeting prospectus. Makes arrangements for event space, room blocks, cut-off dates, access times, and food & beverage minimums. Finalizes and approves banquet event orders.
Travels to event sites to coordinate onsite details and supervise pre-function set-up, exhibitors, food and beverage. Assists speakers, manages registration and provides quality service to registrants of continuing education events.
Handles all financial aspects of an event, including budget, expense monitoring, pricing, billing and bill payment for section events.
Works with section leadership to coordinate planning meetings, set deadlines, and assist in recruitment of volunteer authors and speakers.
Communicates directly with speakers regarding written materials, lectures, travel/hotel accommodations and manages audio/visual requests.
Compiles and distributes digital course materials via webpages, flash drives, DropBox or print.
Facilitates section communications, publications and marketing materials using e-blasts, websites, hard copy print orders, electronic brochures, interactive newsletters, and a variety of social media.
Works with team to update websites reflecting section events and communications.
Performs other duties as assigned.
Bachelor’s degree preferred and a minimum of four years of meeting planning experience required. Knowledge of contracts and hotel procedures required. Certified Meeting Professional designation from Meeting Planners International desirable. Demonstrated negotiation skills required. Requires project management skills, highly developed communication skills (oral and written), time management skills, conflict management and problem solving skills. Must possess initiative and the ability to assume responsibility, exercise sound judgment, and work under considerable pressure without close oversight. Must be able to interact with the public in a pleasant and effective manner, and maintain effective relationships with Bar leadership, volunteers, hotel staff, and department staff. Must have enhanced knowledge of all aspects of Adobe Professional Suite and Microsoft Suite and eblast systems. Working knowledge of mainstream content management systems for websites is helpful. Frequent travel required.
The State Bar of Texas is an administrative agency of the judicial branch in Texas. Every licensed attorney is a member of the State Bar, which provides a wide array of services to its members and the public.