FT Contract Meeting & Event Planner - Maternity Leave Coverage
Full-Time | Contract | Hybrid - NYC or Washington DC Based
Availability: Mid May - Mid November, 2026
Our client is seeking an experienced Meeting & Event Planner to provide maternity leave coverage and lead the execution of corporate meetings and events from planning through on-site delivery. This role requires a highly organized, detail oriented professional who can manage multiple programs simultaneously while delivering polished, high-quality experiences.
This individual will step in as a fully integrated member of the events team, taking ownership of assigned programs and partnering closely with internal stakeholders. In addition to full-cycle event management, this role will also support high-volume venue and restaurant sourcing, helping streamline one of the most time-intensive parts of the planning process.
Why You’ll Love This Role:
This role offers a unique opportunity to step into a highly visible, high-impact position where your expertise will be trusted and valued from day one. You’ll have the chance to design and execute premium, memorable experiences for sophisticated audiences, working with a team that appreciates quality, precision, and creativity. If you thrive in fast-paced environments, enjoy balancing multiple complex projects, and take pride in delivering exceptional events that leave a lasting impression, this role will be both energizing and rewarding. Additionally, the exposure to high-end venues, elevated experiences, and strategic stakeholders provides an opportunity to further refine your craft and expand your portfolio at an elite level.
What You’ll Do:
As the Meeitng & Event Planner you will help support:
Program Management & Execution
Serve as the lead project manager for assigned events, overseeing full lifecycle execution from planning through post-event reconciliation
Manage events from intake through execution, including stakeholder alignment, logistics, and follow-up
Develop and maintain detailed timelines, run-of-show documents, and organized event files
Lead on-site execution, managing registration, vendors, and real-time troubleshooting
Venue & Restaurant Sourcing
Research venues and restaurants based on event requirements, location, and audience
Conduct outreach, gather proposals, confirm availability, and evaluate options
Compile organized, client-ready recommendations (presentations or summaries)
Partner with internal stakeholders to align on preferences and requirements
Hand off confirmed sourcing details to planning team for execution
Budget & Financial Management
Build and manage event budgets, track expenses, and oversee deposits and payments
Process invoices and complete post-event reconciliation
Logistics & Operations
Manage invitations, RSVP tracking, room blocks, transportation, seating, shipping, signage, décor, and food & beverage
Coordinate AV production, staging, rehearsals, and technical requirements
Oversee vendor coordination and ensure seamless execution across all touchpoints
Stakeholder Communication
Partner with internal stakeholders to define event objectives and provide regular updates
Coordinate speakers, materials, and event deliverables
Ensure clear, proactive communication across all parties involved
Qualifications:
5+ years of experience managing corporate meetings and events end-to-end
Strong experience with venue sourcing, contract negotiation, and budget management
Proven ability to manage multiple concurrent projects in fast-paced environments
Experience coordinating AV, vendors, and high-touch event logistics
Strong organizational skills with exceptional attention to detail
Excellent communication and stakeholder management abilities
Proficiency in Microsoft Office; CRM experience preferred
Ability to travel as needed for event execution
Ideal Profile
Highly organized with strong ownership and follow-through
Calm and solutions-oriented under pressure
Experienced in high-touch, client-facing or executive-level events
Strong sourcing instincts with knowledge of venues and restaurants
Hiring Process
1
Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.
2
Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)
3
Receive an Update from Soundings
Our team will review your information and let you know your status.
4
If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.
5
Job Offer
Final candidates will receive a formal offer directly from the client.
We are committed to providing a transparent, timely, and respectful candidate experience from start to finish.