Nationwide Consultant, Meeting Planning in Scottsdale, Arizona

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JOB SUMMARY: Program manages complex conferences including lead planning, development, management, and implementation of meetings, conferences, award & recognition, and convention activities for Nationwide. Ensures all components of program (planning, communications, production, ad, etc. ) are managed including interdependencies. Manages goals and objectives and interacts with senior leaders. Acts as liaison with field personnel, service providers and vendors. Provides field and subsidiary operations with logistical/meeting support needs. Responsible for day-to-day management of non reporting team / event staff.

Job Description

Reports To: Director/AVP. May have 0-2 direct reports.

Key Responsibilities:

  1. Manages the day-to-day operations of all components of meeting planning with recognized expertise including registration, lodging, meals, travel, etc. Manages significant events and the fulfillment of customer business goals and objectives through meeting execution. Ensures departmental processes are developed and followed within business. Manages customer communication and the process results to a satisfactory level.

  2. Customer Needs: Partners with leadership team members to determine business goals and objectives in order to create and execute events to meet needs. Interacts with other departments to implement programs/projects.

  3. Venue: Conducts site inspections & selects appropriate venue to meet the needs outlined in the event proposal; evaluates venue accommodations, recreation activities and entertainment. Where appropriate, collaborate with management.

  4. Liaison: Consults and provides strategic solutions. Serves as liaison between meeting sponsor, senior leaders and vendor by executing the implementation of event details including food & beverage management; works with Audio Visual units to develop/utilize various AV materials used in meeting planning or presentation.

  5. Vendor Liaison/Contract Negotiation/Agreement: Defines overall program needs, proposes locations and destinations to meet business goals. Reviews bids for competitiveness and performance, presents to client for approval, negotiates contract and vendor services, and process for signing. Involves SMS where required. Strategically aligns vendors to find consistency amongst all programs and identify strategic partnerships for synergy and cost avoidance.

  6. Travel/Lodging: Leads and manages all event/meeting logistics.

Printed Material: Assuming complex program management ensures all program needs, including print are being met. In collaboration with Consultant, Creative Services (and management) develops and implements a "meeting in a box" package to assist with the management of small meetings for individualized execution.

  1. Attendee Management: Defines attendee management needs and communicates to event planner for coordination.

  2. Speakers/Guests/Entertainment: Schedules & makes arrangements for keynote speakers and/or entertainment as requested by the meeting sponsor (in collaboration with Creative Services depending on service model and complexity of event). The profile, expense management and complexity of speaker needs increases across each of the job categories.

  3. Industry Involvement: Establishes, develops and maintains relationships with meeting industry suppliers at a national and global level to ensure quality support, competitiveness and responsiveness.

  4. During Event/On-Site Support: Oversees the on-site execution of event including all logistical components including the schedule of all pre-conference meetings (pre-con).

  5. Post Event/Process Management & Improvement/Record Keeping/ Database: Develops/collects implements and manages a database of historical data (i.e., hotel properties and vendors, speakers, entertainment, and destination management information); continually gathers, updates, and communicates such data through the meetings planner's network; collects data and evaluates programs' success; reviews all aspects related to meeting planning procedures and processes. Recommends changes to programs/procedures and implements as assigned. Strategically evaluates program against business goals and objectives as well as calculating ROI of event. Maintains tracking of all meetings and events as assigned.

12 Budget: Provide input for the development and management of specific meeting budgets as well as the departmental budget; is held accountable for all expenses allocated to specific meeting/event. Arranges and oversees billing reconciliation with Nationwide Treasury policy and procedures; is held accountable for all expenses allocates to specific program/project. Establishes and monitors meetings/conference budgets and proposals for cost effective results and efficiencies. Works with budgets in excess of 1M. Includes significant collaboration with SMS.

  1. Performs other duties as assigned.


Education: Undergraduate studies in related business field preferred.

License/Certification/Designation: CMP preferred

Experience: Eight years experience working with meeting and conference planning.

Knowledge: Proven knowledge of methodology used to develop, organize, promote and coordinate conferences, conventions, and contests. Exhibits understanding of Nationwide enterprise, Treasury policy and procedures, and various state and federal regulations. Knowledge of hospitality industry practices and procedures including food and beverage management, proposal/budget development and control, and transportation and destination management. Knowledge of Audio Visual equipment. Knowledge of multi-line insurance industry preferred.

Skills/Competencies: Understanding of customer business environment. Proven leadership skills with the ability to work with technical and business teams. Must have the ability to work with process and technology vendors in the delivery of project solutions. Must have excellent verbal and written communication skills used to interact with wide variety of audiences including internal and external management, meeting planning networks and vendors. Strong interpersonal skills with the ability to develop and present program recommendations/provide training. Provide ability to analyze and make decision on process strategies. Ability to work in C Suite without issue bringing professionalism, political savvy and executive presence to the table.

Values: Regularly and consistently demonstrates the Nationwide Values and Guiding Behaviors.

Staffing Exceptions to the above Minimum Job Requirements must be approved by the: hiring manager’s leader and HRBP.


Overtime Eligibility: Exempt (not eligible)

Working Conditions: Normal office environment. Occasional travel. Non-standard or extended work may be required based on project needs.

ADA: The above statements cover what are generally believed to be principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

Job Evaluation Activity: 10-2014 CB


Additional Job Description

This role is Compensation Grade G2


Job ID: 55054