The posting
* This position is onsite at our New Rochelle, NY office.
Position Purpose:
The Meeting & Event Planner is responsible for coordinating and executing all logistical aspects of meetings and events to ensure a seamless experience for attendees, executives, clients, and stakeholders. This role requires strong communication, organization, and attention to detail to manage multiple priorities, coordinate with internal teams and external partners, and ensure meeting spaces, materials, technology, and attendee needs are fully prepared and executed.
The Meeting & Event Planner serves as the central point of coordination for event logistics, including scheduling, attendee communications, venue and room preparation, hospitality arrangements, meeting materials, and on-site support. Success in this role requires the ability to anticipate needs, manage timelines, resolve issues proactively, and deliver a professional and well-organized experience from planning through event completion.
Responsibilities:
- Coordinate all meeting and event logistics, including scheduling, attendee management, room reservations, and communication with internal and external stakeholders.
- Partner with business leaders, executives, clients, and vendors to understand meeting requirements and ensure all logistical needs are met.
- Schedule meetings and events; prepare and distribute invitations, agendas, meeting materials, and pre-event communications.
- Manage attendee registration, RSVP tracking, guest lists, seating arrangements, and special accommodation requests.
- Ensure meeting and event spaces are properly prepared, including room setup, signage, audiovisual equipment, technology testing, presentation materials, and catering arrangements.
- Coordinate hospitality services, including hotel accommodations, transportation, meals, and catering for attendees, speakers, and guests.
- Conduct site visits and venue walkthroughs to verify meeting space readiness and ensure logistics align with event requirements.
- Serve as the primary point of contact for attendees before and during meetings and events, providing timely information and resolving logistical questions.
- Facilitate pre-event planning meetings to confirm schedules, responsibilities, room setups, technology needs, and attendee expectations.
- Coordinate with facilities, security, information technology, catering, and other support teams to ensure seamless event execution.
- Monitor meeting and event timelines, ensuring all deliverables, materials, and resources are available and in place prior to attendee arrival.
- Manage on-site logistics, including check-in processes, room transitions, speaker support, catering coordination, and attendee assistance.
- Troubleshoot and resolve logistical, technology, facility, or attendance issues that arise before or during meetings and events.
- Maintain detailed event schedules, contact lists, venue information, vendor records, and post-event documentation.
- Review invoices, reconcile event-related expenses, and coordinate payment processing as needed.
- Support occasional early morning, evening, or off-hours meetings and events to ensure successful execution.
Qualifications:
- Event planning, design and production while managing all project delivery elements within time limits
- Liaise with clients to identify their needs and to ensure customer Proven experience as an Events Planner or Organizer
- Impressive portfolio of previously managed events (meetings, parties, corporate events)
- Excellent time management and communication skills
- Sales skills and ability to build productive business relationships
- Ability to manage multiple projects independently
- MS Office proficiency
Salary Range: $70,000 - $85,000
*The base salary range represents the low and high end of the expected salary range for the position. The base salary offered may depend on a variety of factors such as geographic location, experience, education, and skill level.
ABOUT BENCHMARK EDUCATION COMPANY
Benchmark Education Company (BEC) is a leading publisher of core, supplemental, and intervention literacy and language resources in English and Spanish, with valid and reliable digital assessments that inform instruction. BEC is also a provider of exceptional professional development to educators.
BEC is recognized as a responsive publisher that offers equally rigorous and engaging digital, print, and hybrid learning materials grounded in the Science of Reading research. BEC monitors research outcomes carefully to create effective foundational resources that include strong decoding materials with systematic and explicit instruction and high-quality resources focused on language development and comprehension. BEC’s content-rich and authentic texts offer instruction in close reading and analysis, multiple perspectives, and authentic literature while building world knowledge and reflecting the individuality of every student in each diverse classroom.
Family owned and operated for more than 25 years, BEC is committed to partnering with educators to provide the best for all students through resources of exceptional quality, world-class professional learning, and effective and dedicated customer support.
Benchmark Education Publishing (BEC) and its affiliates are proud to be an Equal Opportunity Employer.
For further information, visit us at: https://www.benchmarkeducation.com
