Job Description

Capitol Hill Management Services (CHMS) is an AMCI Accredited and leading association management company providing strategic guidance, operational support, and administrative expertise to nonprofit organizations and professional associations. Our clients rely on us to manage their daily operations, grow their membership, strengthen their brand, and deliver measurable results.

We are seeking a skilled Meeting Planner to support the success of our clients’ events.

The Meeting Planner is an integral member of the team responsible for the comprehensive planning, execution, and financial oversight of a diverse portfolio of client conferences, meetings, and events. This position works collaboratively with Association Executive Directors to support all logistical and operational aspects, ensuring events meet strategic objectives, provide an exceptional attendee experience, and adhere to budgetary guidelines. The ideal candidate must thrive in a fast-paced environment, successfully multi-task across various client events, and demonstrate a highly organized, proactive, detail-oriented approach with exceptional client management, vendor negotiation, and logistical expertise.

Responsibilities:

• Collaborate with Association leaders on the planning and execution of assigned conferences and meetings, from initial concept to post-event reconciliation.


• Manage all logistical components, including venue selection and contracting, food & beverage coordination, audio-visual production, transportation, and security.


• In collaboration with the Executive Director, manage, and reconcile event budgets, track expenses, and perform post-event financial reconciliation to ensure profitability and cost efficiency.


• Negotiate contracts with hotels, convention centers, and third-party vendors, including AV companies, decorators, and other service providers, to secure favorable terms.


• Work collaboratively with Association Executive Directors and internal team leads to align event objectives, facilitate seamless event delivery, and provide comprehensive planning and onsite support, demonstrating a flexible and professional demeanor in managing unexpected situations and problem-solving effectively during high-pressure situations.


• Provide planning and onsite support, demonstrating flexibility in managing unexpected situations and problem-solving effectively.


• 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 and attendee experience.

• Bachelor's Degree required.


• 5+ years of experience in all areas of Conference and Meeting Planning, with a proven track record of managing complex events.


• Strong interpersonal and collaborative skills, with the ability to work effectively with clients, vendors, and internal teams.


• Highly motivated, professional, dependable, and results-driven.


• Demonstrated technical and professional skills in event management, alongside strong organizational, problem-solving, and communication skills.


• Extensive experience in all aspects of Meeting Planning, from conception to execution, with a strong knowledge of overall Meeting Planning practices.


• Knowledge of Microsoft Office (Excel, Word, PowerPoint, Outlook), Cvent, and other conference related technologies.


• CMP preferred.


• Ability to travel 25%-30% of the time, more during heavy conference seasons.

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