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Conference Planning Assistant with The Johnson Foundation at Wingspread

Racine, Wisconsin
Job Type
8 Sep 2022

Come be a part of something bigger!

Benchmark | Pyramid is a strong believer in offering our employees Work-Life Effectiveness through, practices, policies, and programs to help our employees achieve success at both work and home.  Here are just some of the great benefits we offer:

  • Full Time employees have access to Medical and Dental insurance to fit your needs
  • Benchmark University (You can grow both personally and professionally through on-line webinars and self-study courses) 
  • 401K match (Let us help you build your financial future)
  • Companywide Hotel Room Discounts (Who doesn't love to get away)
  • Paid Time Off
  • Employee Assistance Program (We are here to support you)
  • Employee family events (bring the kids!)
  • Partnerships and discounts with major retailers such as AT&T, Verizon and Dish to name a few
  • Many more, please inquire for more details

The Conference Planning Assistant is a liaison with The Johnson Foundation at Wingspread ( TJF') and Wingspread Retreat & Executive Conference Center ( WRECC'). The position supports the Conference Planning Manager in delivering logistical support for conferences, meetings, and briefings. The position is responsible for supporting the details and planning of all events for TJF and WRECC including the maintenance of event records and production/revenue history; frequent direct client contact; communicating details with the staff in a timely manner; ensuring set up of space is accurate and program changes are communicated promptly with updated banquet event orders ( BEOs') updates and distributed efficiently. Supports conference material creation, organization and distribution and other tasks under the supervision of the Conference Planning Manager.

What you will have an opportunity to do:

Essential Functions of the Position:

At all times maintain heightened vigilance regarding quality of all guest and client services. Maintain strict discipline regarding inspection, confidentiality, and quality control regimens. Aids in effectively communicating with client to determine all details that best meet the needs of the event, entering event details into property management system in a timely manner. Aids in collaborating with internal and external staff and conference participants to ensure logistically smooth conferences/meetings.  Thoroughly know the Property Management System and Microsoft Applications. Aids in preparing, revising, and distributing precise, accurate, and timely Banquet Event Orders and other prepared documents to all necessary departments and leadership team members. Aids in preparing conference communications, to include: invitations, confirmations, participant websites, attendance and reservation systems, nametags, placards and other conference-related materials. Assists in recording communications with planners and updating group files.  Works with the TJF Program Officer, client, and/or co-sponsors on upcoming conferences.   Follows-up with correspondence to all conferees to answer questions and provide additional information or clarity, and confirms accurate attendance information.  Assists in accurately maintaining conference participant information in the TJF database and makes data available to internal and external staff, and co-sponsor as needed. Assists in managing data to create various mail merge documents required for each event (list of participants, placards, nametags, etc.). Helps to oversee Guest House room reservations by reviewing and updating conferee listings to ensure database information is accurate, especially dietary and travel reports. Prepares the conference agenda, cover, and list of participants. Distributes programs as required, and prepares conference folder with other materials for overnight conferees which may require program oversight. Also prepares pre-conference handouts, small group assignments and literature distribution as needed. Assists in sending the Unifocus Survey to participants when requested. Maintain knowledge of audiovisual, event set-ups, and service standards.  Assists in evaluating emerging technologies related to conference gatherings. Proper phone and email coverage with timely feedback to guests is imperative. Maintain knowledge of booking guidelines and communicate with TJF Program and Benchmark Sales staffs regularly Assists in keeping high profile guests, attendees and conference situations updated with the TJF President and Benchmark GM. Maintain comprehensive knowledge of Conference Attendant functions to include proper set ups and comfort at seating's for meetings and meal events.   Maintain close and cordial contact the TJF program officer and WRECC sales manager to communicate all details from initial inquiry through end of event and follow-up. Everything undertaken should be to create an extremely personalized experience for all planners, clients and guests of TJF and WRECC.  Service style is of paramount importance.  Maintain knowledge of food and beverage items to communicate well and articulate items on the function sheets. Maintain effective working relationship with Culinary and Food and Beverage departments keeping communication open and plentiful.  Work closely with key positions in those departments on menus, service standards and event capabilities. Seeks out and recommends improvements to increase operational efficiency and effectiveness.

Marginal Functions of the Position

  • Maintain confidentiality when handling all information.
  • Becoming increasingly familiar with The Johnson Foundation culture and key personnel.
  • Other duties as assigned via Conference Planning Manager.
  • Solid understanding of the complete guest experience from arrival to departure of event and overnight guests.

Education, Experience and Skills Required:

High School diploma or equivalency required.  Experience in customer service or hospitality related field preferred.  Excellent verbal and written communication skills as well as outstanding customer service skills are required.  Must possess excellent organization skills, communication skills, and time management.   

Perpetual Goals

Live the Benchmark Mission Statement on a daily basis. Excellence in all we do is the only acceptable standard. Lead by example. Always maintain a positive attitude. A sense of urgency in all you do is imperative. Impress guests and clients with above and beyond' service.

What are we looking for?

Benchmark Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.

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