Meeting & Event Planner

* This position is onsite at our New Rochelle, NY office.

Position Purpose:

The Executive Meeting Planner serves as a trusted partner to senior leaders by planning, coordinating, and executing high-impact meetings, leadership events, executive forums, and strategic business gatherings. This role goes beyond administrative support and focuses on ensuring executives, stakeholders, and participants are prepared, aligned, and positioned for successful outcomes.

The Meeting Planner manages all aspects of meeting planning and execution, including meeting strategy, agenda coordination, executive preparation, stakeholder communications, event logistics, and cross-functional alignment. Acting as the central point of coordination, this individual ensures meeting objectives are clearly defined, timelines are maintained, participants are informed, and all meeting elements are executed seamlessly.

Success in this role requires exceptional organizational skills, strong communication abilities, sound judgment, and the ability to manage multiple priorities while supporting senior leadership initiatives.

Responsibilities:

• Partner with executives and business leaders to plan and coordinate leadership meetings, executive forums, planning sessions, board meetings, offsites, and company events.
• Manage end-to-end meeting coordination, ensuring objectives, agendas, participants, materials, and logistics are aligned with business priorities.
• Collaborate with leaders to develop meeting agendas, presentation schedules, attendee lists, and meeting deliverables.
• Coordinate executive calendars and key stakeholder schedules to secure participation and maximize attendance.
• Serve as the primary liaison among executives, meeting participants, vendors, facilities teams, and external partners.
• Facilitate pre-meeting planning sessions to confirm objectives, responsibilities, timelines, discussion topics, and logistical requirements.
• Manage meeting communications, including invitations, attendee updates, meeting confirmations, briefing materials, and follow-up correspondence.
• Prepare and distribute meeting materials, executive briefing documents, presentations, and supporting resources in advance of meetings.
• Coordinate venue selection, room reservations, audiovisual requirements, catering, transportation, accommodations, and hospitality arrangements as needed.
• Ensure meeting spaces are executive-ready, including technology testing, room setup, signage, presentation materials, and participant accommodations.
• Support executives during meetings and events by managing schedules, coordinating transitions, addressing issues, and ensuring the agenda remains on track.
• Track meeting action items, follow-up activities, and key deliverables to ensure accountability and progress after meetings conclude.
• Build and maintain strong relationships with internal stakeholders, vendors, and service providers to support high-quality meeting execution.
• Anticipate potential scheduling conflicts, logistical challenges, or stakeholder concerns and proactively develop solutions.
• Maintain detailed meeting plans, event documentation, attendee records, budgets, and post-event summaries.
• Support special executive initiatives, leadership programs, and strategic business events as assigned.
• Provide on-site support for executive meetings, leadership retreats, conferences, and corporate events, including occasional early morning, evening, or off-hours coverage.

Qualifications:

• Bachelor's degree or equivalent experience preferred.
• 3+ years of experience supporting executive meetings, leadership events, corporate event planning, executive operations, or project coordination.
• Proven ability to manage complex schedules, multiple stakeholders, and high-profile meetings simultaneously.
• Experience partnering directly with senior leaders and executives in a fast-paced business environment.
• Exceptional organizational, planning, and project management skills.
• Strong written and verbal communication skills with the ability to interact professionally at all organizational levels.
• Demonstrated ability to exercise discretion, maintain confidentiality, and manage sensitive information.
• Highly proactive with strong problem-solving and critical-thinking abilities.
• Ability to anticipate executive and stakeholder needs and respond with urgency and professionalism.
• Strong relationship-building and stakeholder management skills.
• Proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Teams, Word, and Excel.
• Experience with meeting management, event planning, or project management tools preferred.

Key Competencies:

• Executive Support & Partnership
• Meeting Strategy & Coordination
• Stakeholder Management
• Project & Timeline Management
• Event Planning & Execution
• Communication & Influence
• Cross-Functional Collaboration
• Problem Solving
• Organizational Agility
• Attention to Detail

 Salary Range: $80,000 - $100,000

*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