Meeting Planner

ABOUT THIS POSITION

The Meeting Planner will be the powerhouse behind the scenes, orchestrating seamless events that leave our team members and clients with a lasting impact. We’re seeking a dynamic individual to become an integral part of the Corporate Events team at Waystar.
As the Meeting Planner, you will be at the forefront of our event planning efforts, ensuring that every detail is meticulously executed to perfection. This includes managing logistics, coordinating with vendors, communicating with clients and team members, and providing on-site support during the event. The ideal candidate is highly organized, detail-oriented, and capable of working under pressure to deliver exceptional experiences. You will have the opportunity to bring your vision to life and create memorable experiences for our team members and stakeholders.
Your role will be pivotal in supporting the Event Manager and Sr. Director, Events in planning for Waystar’s user conference, incentive trip, sales meetings, town halls and other meetings throughout the year.

WHAT YOU'LL DO

• Provide support to execute logistics flawlessly, meeting or exceeding team member and stakeholder expectations.
• Create and share communication with participants so they are well-informed throughout the event planning process, contributing to a collaborative and transparent working environment.
• Effectively collaborate with cross-functional teams to align the overall meeting objective and strategies.
• Support the detailed event plans, including timelines, checklists, and budgets.
• Coordinate all logistics, including transportation, accommodation, and permits as needed.
• Manage the event registration process
• Ensure that attendees experience a smooth, well-organized and enjoyable event.
• Build and maintain registration websites using Cvent.
• Will assist with name badges, email correspondence, rooming lists, transportation manifests, reviewing BEOs and shipping of materials.
• Provide onsite support during the setup, execution, and breakdown of the event.
• Coordinate event staff and volunteers, ensuring tasks are completed efficiently.
• Troubleshoot any issues or problems that arise during the event.
• Provide exceptional customer service to clients, guests, and participants.
• Monitor vendor performance to ensure quality delivery of goods and services.
• Submit and track vendor contracts and invoices in Coupa.
• Ensure all payments are processed and vendors are paid on time.
• Gather feedback from event attendees to evaluate event success.
• Prepare post-event reports, including a detailed evaluation of performance, attendee satisfaction, and areas for improvement.

WHAT YOU'LL NEED

• Bachelor’s degree in Event Management, Hospitality, Communications, or related field.
• 2-4 years of experience in event planning or meeting coordination
• Proficient in managing meetings in Cvent.
• Strong organizational and multitasking skills.
• Proficient in Microsoft office products, especially Excel.
• Ability to work under pressure and meet tight deadlines.
• Ability to work on weekends and longer hours when necessary.
• Well-developed written and verbal communication skills.
• Ability to travel (approximately 5-10%)
• Outstanding customer service skills.

• Excellent work ethic
• Excellent written and verbal communication skills, including presentation capabilities

Bonus Points

• Unimpeachable Character
• Proactive approach to completing tasks
• Experience with Wrike or other project management platforms
• Able to work autonomously yet collaborate as part of a team

WAYSTAR PERKS

• Competitive total rewards (base salary + bonus, if applicable)
• Customizable benefits package (3 medical plans with Health Saving Account company match)
• Generous paid time off starting at 3 weeks + 13 paid holidays including 2 personal floating holidays
• Paid parental leave (including maternity + paternity leave)
• Education assistance opportunities and free LinkedIn Learning access
• Free mental health and family planning programs, including adoption assistance and fertility support
• 401(K) program with company match
• Pet insurance
• Employee resource groups

Waystar is proud to be an equal opportunity workplace. We celebrate, value, and support diversity and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, marital status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.