The Association for association professionals in Chicagoland

About Capitol Hill Management Services (CHMS)

CHMS is a leading Association Management Company (AMC) providing comprehensive management services, including event management, financial oversight, certification, and strategic development. Our team provides expert support to a diverse portfolio of nonprofit professional associations, ensuring the highest level and quality of services are delivered to our clients.

Position Summary

The Conference & Meeting Planner is responsible for the comprehensive planning, execution, and financial oversight of a diverse portfolio of client conferences, meetings, and events. This role requires a proactive, detail-oriented professional who can manage all logistical and operational aspects to ensure events meet strategic objectives and provide an exceptional attendee experience.

The ideal candidate must thrive in a fast-paced environment, successfully multi-tasking across various client events while maintaining exceptional vendor negotiation and logistical expertise. Significant travel is required to provide onsite support and manage event delivery.

Key Responsibilities

Strategic Planning & Collaboration

• Collaborate with Association Managers and internal team leads to align event objectives and translate them into operational plans.
• Manage assigned conferences and meetings from initial concept through to post-event reconciliation.
• Contribute to the development and implementation of Standard Operating Procedures (SOPs) and best practices for event planning.
• Stay current with industry trends and event technologies to enhance service delivery

Logistics & Operations Management

• Manage all logistical components, including venue selection, food and beverage coordination, audio-visual production, transportation, and security.
• Lead the planning and execution of training programs, technical committees, and member meetings.
• Ensure exceptional in-person and virtual event delivery, including comprehensive vendor and logistics coordination.
• Provide onsite support, demonstrating flexibility and professional problem-solving in high-pressure or unexpected situations.

Financial Management & Procurement

• Monitor financial performance and provide fiscal stewardship for all assigned event portfolios.
• Negotiate contracts with hotels, convention centers, and third-party vendors (AV, decorators, etc.) to secure favorable terms.

Communications & Stakeholder Engagement

• Serve as a primary point of contact for vendors, maintaining trust-based relationships.
• Coordinate with internal CHMS departments to ensure seamless service delivery and compliance with governance policies.
• Assist in the development of event-related communications, including newsletters, presentations, and web content.

Preferred Qualifications

• Bachelor’s degree required; Certified Meeting Professional (CMP) preferred.
• 5–7+ years of experience in all areas of conference and meeting planning, with a proven track record of managing complex events.
• Demonstrated technical and professional skills in event management, alongside strong organizational and project management abilities.
• Exceptional oral and written communication skills with the ability to work effectively with diverse audiences.
• Solid financial acumen with extensive experience in budgeting and financial oversight.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook), Cvent, Stova, and association management software (AMS).
• Willingness and ability to travel (approximately 25%–30%) to represent clients and manage onsite logistics.
• Ability to assist with physical event logistics as needed.

To Apply: Please submit a resume and cover letter to careers@caphill.com. Include “Conference & Meeting Planner” in the subject line.

Workplace Type: Hybrid workplace with Albany, NY or Raleigh, NC preferred.

About Capitol Hill Management Services

Capitol Hill Management Services is an AMCI-accredited Association Management Company, with over 45 years of experience and client success. CHMS provides association management services including event management, financial management, certification, education and testing, and governance, strategic development, and communications and marketing.

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