Senior Meeting Planner (Registration/ Delegate Management)

Minimum Salary: $70,000.00 - $81,500.00

ZS is a place where passion changes lives. As a management consulting and technology firm focused on improving life and how we live it, our most valuable asset is our people. Here you'll work side-by-side with a powerful collective of thinkers and experts shaping life-changing solutions for patients, caregivers and consumers, worldwide. ZSers drive impact by bringing a client first mentality to each and every engagement. We partner collaboratively with our clients to develop custom solutions and technology products that create value and deliver company results across critical areas of their business. Bring your curiosity for learning; bold ideas; courage and passion to drive life-changing impact to ZS.

• Registration Program Management:
• Develop and implement comprehensive, global registration strategies
• Lead the design, build, and management of intuitive, accessible and visual attendee registration websites and apps using Cvent
• Plan and craft effective copy and communications
• Manage attendee data, maintaining real-time registration reporting and analytics to support event decision making and leadership updates, whilst ensuring confidentiality.
• Serve as primary liaison for registration vendors and internal stakeholders for registration related timelines and deliverables.
• Act as a key point of contact for attendees, troubleshooting registration issues and addressing general enquiries, to ensure a seamless experience.
• Implement and oversee the onsite registration process, including check-in technology, attendee flow management, staffing and troubleshooting.
• Manage the production of attendee materials and resources, including name badges and personalized schedules.
• Design and distribute feedback surveys, then analyze, interpret and present the data thoughtfully.
• Negotiate contracts and manage budgets related to registration services and materials.
• In addition, accommodation management may be required, including rooming lists and assignments, special requests, vendor coordination, change management and budget/attrition oversight.
• Full-Cycle Event Planning:
• Strategize, plan, coordinate, and execute team summits and meetings from inception to completion.
• Develop event timelines, schedules, and checklists to ensure seamless execution.
• Coordinate logistics including venue selection, f&b, audio-visual requirements, room setup, transportation, and accommodation.
• Manage attendee registration, communication, and on-site support.
• Conduct post-event evaluations to assess success and areas for improvement.
• Collaboration and Stakeholder Management:
• Work closely with internal teams and external partners to deliver high-quality events.
• Serve as the primary point of contact for stakeholders, addressing concerns and ensuring expectations are met.
• Maintain strong relationships with vendors, negotiating contracts and managing deliverables.
• Influence stakeholders to make informed decisions that align with event goals and company values.
• Budget Management:
• Develop and manage budgets for all assigned events.
• Track expenses and ensure all events are delivered within budget.
• Provide regular financial reports and updates.
• Compliance and Best Practices:
• Ensure all events comply with company policies and industry regulations.
• Stay updated on industry trends and best practices to continuously improve event planning processes.

• Mentoring and Leadership:

• Mentor junior team members, providing guidance, support, and feedback to foster their professional growth.
• Lead by example, demonstrating best practices in event planning and execution.
• Encourage a collaborative and inclusive team environment, helping to build skills and confidence among junior planners.

• Bachelor's degree in Event Management, Hospitality, Business, or related field.
• Minimum of 3-5 years of experience in event planning, with a focus on registration/ delegate management.
• Proven track record of planning and executing large-scale events and team summits.
• Exceptional negotiation, communication, and interpersonal skills.
• Ability to craft targeted, engaging and accurate communications.
• Comfortable analyzing both qualitative and quantitative data.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Proficiency in Cvent and Microsoft Office Suite. Canva or similar image editing software adeptness is a plus.
• Ability to travel up to 50% as required for event execution.
• Certified Meeting Professional (CMP) designation is a plus.

• Creative thinker with a keen eye for detail.
• Strong problem-solving abilities and adaptability in dynamic environments.
• Excellent time management and ability to work under pressure.
• Team player with a collaborative approach and strong leadership skills.
• Customer-centric mindset with a passion for delivering exceptional experiences.
• Sense of humor and ability to find the positives in stressful situations.