SENIOR MEETING PLANNER

Rapport Salary: $87,000 - $111,000

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long-term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us.

Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role.

Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career.

Job Summary

The Senior Meeting Planner will support the Executive Dining Room (EDR) and the executive administrative community. This individual will serve as the primary point of contact for executive assistants and C-suite offices, managing EDR reservations, private dining, client meals, and executive meetings from booking through execution. This role serves as the primary point of contact for exec level meetings, ensuring a seamless one‑stop shop planning experience, consistent service delivery, and strict adherence to Event Planning Operating Procedures (SOPs). The ideal candidate is highly organized, discreet, proactive, and comfortable delivering a white-glove experience for senior leaders and their guests.

Key Responsibilities:

Event Leadership & Client Ownership

• Serve as the primary planner and client point of contact for executive level meetings and events, consolidating communication and execution across locations.
• Lead end‑to‑end event planning for all executive dining room meetings from intake through post‑event review, ensuring all details are coordinated through a single, centralized planning model.
• Manage the EDR booking calendar, confirming dining rooms, seating, configurations, and timing to align with executive schedules.
• Partner with the Executive Chef and EDR culinary and service teams on menus, dietary restrictions, allergies, and special requests.
• Develop function sheets and run-of-show documents detailing timelines, service flow, and responsibilities for each EDR event.
• Facilitate client consultations, pre‑conference meetings, and cross‑functional alignment for complex events requiring enhanced operational support.
• Act as the liaison between the EDR and internal teams (e.g., catering, audiovisual, IT, security, and facilities) to ensure all event needs are met. Proactively communicating with the appropriate internal support teams (e.g., AV, IT, facilities, food services).
• Conduct Pre & Post Cons, completing a run of shows for EC and VIP meetings and events.
• Reporting: Complete monthly report pack including catering billing for concierge catering and statistical information.

Executive Administrative Support

• Provide responsive, white-glove support to executive assistants, coordinating details for executive hosts and their guests (e.g., guest lists, arrival times, seating plans, and place cards).
• Coordinate closely with executive calendars and adjust reservations promptly when meetings move or change.
• Prepare and distribute booking confirmations, reminders, and day-of details to executive offices.
• Maintain a record of executive preferences (e.g., preferred rooms, menu selections, and dietary needs) to deliver consistent, personalized experience.
• Handle confidential information, VIP guests, and high-profile meetings with the utmost discretion

Communication & Emergency Protocols

• Communicate clearly and consistently with team members and department leaders to ensure every meeting detail is prepared and executed with the utmost professionalism and hospitality mindset
• Stay current on emergency procedures and be prepared to act as the point of contact during incidents or evacuations, executing assigned safety roles.
• Understand and comply with all Risk Assessments

Professionalism & Continuous Improvement

• Demonstrate commitment to the company’s Service Excellence Standards.
• Support organizational decisions with a solutions-oriented mindset, even when they require changes to current processes.
• Manage vendor relationships and contracts as required.
• Ensure compliance with company policies, food safety standards, and safety regulations during all EDR events.
• Maintain detailed records of EDR event charges, cost centers, and budgets to support accurate billing.
• Gather feedback from executive hosts and assistants and support post-event evaluations to identify areas for improvement.

Preferred Qualifications:

• Associate degree and 3+ years of equivalent experience in a client-facing, VIP or hospitality environment.
• Ability to manage and mentor a diverse work force, providing associates with ongoing training and other opportunities for career development.
• Demonstrated experience managing C-Suite level and/or VIP level events within a corporate environment.
• Proven leadership experience overseeing event planners or coordinators.
• Ability to think strategically in terms of both short-term and long-term objectives and challenges
• Excellent organizational and administrative skills, with the ability to prioritize tasks.
• Ability to carry out responsibilities with little supervision, as well as juggle many tasks simultaneously.

Key Competencies:

• Hospitality Mindset: Passionate about delivering exceptional service and creating a welcoming atmosphere.
• Ownership Mentality: Takes responsibility for guest experience and resolves issues proactively.
• Adaptability: Comfortable with change and able to prioritize tasks in a fast-paced environment.
• Communication: Excellent oral and written communication skills with strong attention to detail.
• Technology Proficiency: Strong computer skills and strong knowledge of office technology/equipment & excel programs. Proficient with conference room reservation/space management systems.
• Teamwork: Works collaboratively and flexibly to support colleagues and business needs.
• Confidentiality: Maintains discretion with sensitive information and high-profile guests.

Apply to Rapport today! Rapport is a specialized division of FLIK Hospitality Group and a member of Compass Group USA Click here to Learn More about the Compass Story

Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law. Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity. We will consider for employment all qualified applicants, including those with a criminal history (including relevant driving history), in a manner consistent with all applicable federal, state, and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York Fair Chance Act. Certain positions may require Florida Level 2 background screening. Details: https://info.flclearinghouse.com/ Applications are accepted on an ongoing basis. Rapport maintains a drug-free workplace. Associates in Rapport are offered many fantastic benefits.

• Medical
• Dental
• Vision
• Life Insurance/ AD
• Disability Insurance
• Retirement Plan
• Paid Time Off
• Holiday Time Off (varies by site/state)
• Associate Shopping Program
• Health and Wellness Programs
• Discount Marketplace
• Identity Theft Protection
• Pet Insurance
• Commuter Benefits
• Employee Assistance Program
• Flexible Spending Accounts (FSAs)
• Paid Parental Leave
• Personal Leave

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Washington State, Maryland, or to be performed Remotely, click here or copy/paste the link below for paid time off benefits information. https://www.compass-usa.com/wp-content/uploads/2023/08/2023_WageTransparency_FlikHospitality.pdf Req ID: 1588824 Rapport a specialized division of FLIK Hospitality Group