Senior Meeting Planner

ZS is a place where passion changes lives. As a management consulting and technology firm focused on improving life and how we live it, we transform ideas into impact by bringing together data, science, technology and human ingenuity to deliver better outcomes for all. Here you’ll work side-by-side with a powerful collective of thinkers and experts shaping life-changing solutions for patients, caregivers and consumers, worldwide. ZSers drive impact by bringing a client-first mentality to each and every engagement. We partner collaboratively with our clients to develop custom solutions and technology products that create value and deliver company results across critical areas of their business. Bring your curiosity for learning, bold ideas, courage and passion to drive life-changing impact to ZS.

As a Senior Meeting Planner, you will serve as both a full-cycle event planner for small and mid-sized meetings and a strategic advisor for event contract review and vendor negotiations. This role is responsible for reviewing and negotiating hotel, venue, and vendor agreements, consulting with stakeholders on event strategy and logistics, identifying contractual and financial risks and opportunities, and helping ensure meetings align with firm priorities, policies, and industry best practices.

The ideal candidate combines strong event planning expertise with demonstrated contract negotiation and vendor management experience, business judgment, executive communication skills, and the ability to influence stakeholders in a fast-paced and often ambiguous environment.

What you'll do

Contract Advisory, Vendor Management & Negotiation

Serve as the primary point of contact for event contract review and negotiation requests .

Consult with stakeholders to understand meeting objectives, attendee profile, budget considerations, operational requirements, and overall event strategy.

Evaluate proposed event plans to ensure alignment with firm priorities, meeting standards, financial stewardship expectations, and industry best practices.

Identify opportunities to optimize event design, attendance assumptions, room block strategy, vendor selection, transportation requirements, and overall event spend.

Review and negotiate hotel, venue, and third-party vendor agreements against established legal, procurement, and meeting guidelines.

Identify contractual, financial, operational, and reputational risks and provide recommendations to mitigate exposure.

Lead and advise on negotiations involving pricing, concessions, attrition, cancellation terms, room blocks, minimum commitments, and other commercial terms.

Maintain strong vendor relationships while ensuring negotiated agreements deliver appropriate value and protect the firm.

Maintain contract review resources, templates, and best-practice guidance while identifying opportunities to improve processes and stakeholder education.

Exercise independent judgment when evaluating unique contract and vendor situations while understanding when issues should be escalated for additional review.

Full-Cycle Event Planning

Strategize, plan, coordinate, and execute team summits and meetings from inception to completion.

Develop event timelines, schedules, and checklists to ensure seamless execution.

Coordinate logistics including venue sourcing and selection, F&B, audiovisual requirements, room setup, transportation, accommodation, and vendor deliverables.

Manage attendee registration, communication, and on-site support.

Conduct post-event evaluations to assess success and areas for improvement.

Develop and manage budgets for all assigned events.

Track expenses and ensure all events are delivered within budget.

Provide regular financial reports and updates.

Collaboration and Stakeholder Management

Mentor junior team members.

Serve as the primary point of contact for stakeholders, addressing concerns and ensuring expectations are met.

Serve as a strategic planning partner to meeting sponsors, providing recommendations that enhance attendee experience and improve achievement of business objectives.

Develop creative solutions to evolving stakeholder needs while balancing attendee experience, budget, operational realities, and firm priorities.

Lead planning discussions with executive-level stakeholders and confidently present recommendations and alternatives.

Develop and maintain strong relationships with hotels, venues, and external vendors, including negotiating contracts, managing performance, and holding vendors accountable for agreed-upon deliverables.

Advise stakeholders on vendor options and contractual trade-offs, rather than simply executing requests.

Influence stakeholders to make informed decisions that align with event goals and company values.

What you'll bring

Bachelor’s degree in Event Management, Hospitality, Business, or related field.

3–5 years of experience in corporate meetings, events, hospitality, conference management, or related field.

Proven track record of successfully planning and executing meetings, conferences, team summits, or corporate events.

Demonstrated experience reviewing and negotiating hotel, venue, and/or event vendor contracts.

Working knowledge of key meeting-contract considerations, including pricing, concessions, attrition, cancellation terms, room blocks, minimum commitments, and risk mitigation.

Experience managing external vendors throughout the event lifecycle, from sourcing and negotiation through execution and performance management.

Exceptional negotiation, communication, and interpersonal skills.

Ability to craft targeted, engaging and accurate communications.

Comfortable analyzing both qualitative and quantitative data.

Strong organizational skills with the ability to manage multiple projects simultaneously.

Proficiency in Cvent and Microsoft Office Suite. Canva or similar image editing software adeptness is a plus.

Experience leveraging AI-powered tools to improve productivity, communication, planning, or analysis is strongly preferred.

Ability to travel up to 25% as required for event execution.

Certified Meeting Professional (CMP) designation is a plus.

Fluency in English.

Client-first mentality.

Intense work ethic.

Collaborative spirit and problem-solving approach.

Success profile

Demonstrates resilience, adaptability, and a healthy sense of humor, remaining calm and constructive during periods of ambiguity, shifting priorities, and demanding event timelines.

Exceptional attention to detail while maintaining focus on broader business objectives.

Sound commercial judgment and confidence evaluating contract terms, identifying risk, and recommending negotiation strategies.

Able to negotiate effectively with hotels, venues, and vendors while protecting ZS's financial and operational interests.

Sound judgment and the confidence to provide recommendations rather than simply execute requests.

A proactive, solution-oriented approach with the ability to work independently and move initiatives forward with limited direction.

Strong collaboration skills, a positive attitude, sense of humor, and a genuine interest in contributing to team success.

Ability to balance stakeholder requests, industry best practices, contractual obligations, vendor considerations, operational realities, and firm priorities when making recommendations.

Awareness of when to independently resolve issues and when escalation is appropriate.

How you’ll grow:

Cross-functional skills development & custom learning pathways

Milestone training programs aligned to career progression opportunities

Internal mobility paths that empower growth via s-curves, individual contribution and role expansions

Perks & Benefits:

At ZS, your growth matters. We offer a comprehensive total rewards package that supports your health and well‑being, financial future, time away, and professional development. With robust skills‑building programs, multiple career progression paths, internal mobility, and a deeply collaborative culture, you’ll have the opportunity to do meaningful work, expand your capabilities, and thrive as part of a global community. For details on total rewards in United States , visit ZS US office locations | Where we work | ZS .

Hybrid working model:

We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on-site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face-to-face connections.

Travel:

Travel is a requirement at ZS for client facing ZSers; business needs of your project and client are the priority. While some projects may be local, all client-facing ZSers should be prepared to travel as needed. Travel provides opportunities to strengthen client relationships, gain diverse experiences, and enhance professional growth by working in different environments and cultures.

Considering applying?

At ZS, we honor the visible and invisible elements of our identities, personal experiences, and belief systems—the ones that comprise us as individuals, shape who we are, and make us unique. We believe your personal interests, identities, and desire to learn are integral to your success here. We are committed to building a team that reflects a broad variety of backgrounds, perspectives, and experiences. Learn more about our inclusion and belonging efforts and the networks ZS supports to assist our ZSers in cultivating community spaces and obtaining the resources they need to thrive.

If you’re eager to grow, contribute, and bring your unique self to our work, we encourage you to apply.

ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.

Work Authorization:

This position is not eligible for visa sponsorship. Candidates must have authorization to work in the United States that does not now or in the future require employer sponsorship.

To complete your application: An on-line application, including a full set of transcripts (official or unofficial), is required to be considered.

NO AGENCY CALLS, PLEASE.

Find Out More At: www.zs.com

As a Senior Meeting Planner, you will serve as both a full-cycle event planner for small and mid-sized meetings and a strategic advisor for event contract review and vendor negotiations. This role is responsible for reviewing and negotiating hotel, venue, and vendor agreements, consulting with stakeholders on event strategy and logistics, identifying contractual and financial risks and opportunities, and helping ensure meetings align with firm priorities, policies, and industry best practices.

The ideal candidate combines strong event planning expertise with demonstrated contract negotiation and vendor management experience, business judgment, executive communication skills, and the ability to influence stakeholders in a fast-paced and often ambiguous environment.

What you'll do

Contract Advisory, Vendor Management & Negotiation

Serve as the primary point of contact for event contract review and negotiation requests .

Consult with stakeholders to understand meeting objectives, attendee profile, budget considerations, operational requirements, and overall event strategy.

Evaluate proposed event plans to ensure alignment with firm priorities, meeting standards, financial stewardship expectations, and industry best practices.

Identify opportunities to optimize event design, attendance assumptions, room block strategy, vendor selection, transportation requirements, and overall event spend.

Review and negotiate hotel, venue, and third-party vendor agreements against established legal, procurement, and meeting guidelines.

Identify contractual, financial, operational, and reputational risks and provide recommendations to mitigate exposure.

Lead and advise on negotiations involving pricing, concessions, attrition, cancellation terms, room blocks, minimum commitments, and other commercial terms.

Maintain strong vendor relationships while ensuring negotiated agreements deliver appropriate value and protect the firm.

Maintain contract review resources, templates, and best-practice guidance while identifying opportunities to improve processes and stakeholder education.

Exercise independent judgment when evaluating unique contract and vendor situations while understanding when issues should be escalated for additional review.

Full-Cycle Event Planning

Strategize, plan, coordinate, and execute team summits and meetings from inception to completion.

Develop event timelines, schedules, and checklists to ensure seamless execution.

Coordinate logistics including venue sourcing and selection, F&B, audiovisual requirements, room setup, transportation, accommodation, and vendor deliverables.

Manage attendee registration, communication, and on-site support.

Conduct post-event evaluations to assess success and areas for improvement.

Develop and manage budgets for all assigned events.

Track expenses and ensure all events are delivered within budget.

Provide regular financial reports and updates.

Collaboration and Stakeholder Management

Mentor junior team members.

Serve as the primary point of contact for stakeholders, addressing concerns and ensuring expectations are met.

Serve as a strategic planning partner to meeting sponsors, providing recommendations that enhance attendee experience and improve achievement of business objectives.

Develop creative solutions to evolving stakeholder needs while balancing attendee experience, budget, operational realities, and firm priorities.

Lead planning discussions with executive-level stakeholders and confidently present recommendations and alternatives.

Develop and maintain strong relationships with hotels, venues, and external vendors, including negotiating contracts, managing performance, and holding vendors accountable for agreed-upon deliverables.

Advise stakeholders on vendor options and contractual trade-offs, rather than simply executing requests.

Influence stakeholders to make informed decisions that align with event goals and company values.

What you'll bring

Bachelor’s degree in Event Management, Hospitality, Business, or related field.

3–5 years of experience in corporate meetings, events, hospitality, conference management, or related field.

Proven track record of successfully planning and executing meetings, conferences, team summits, or corporate events.

Demonstrated experience reviewing and negotiating hotel, venue, and/or event vendor contracts.

Working knowledge of key meeting-contract considerations, including pricing, concessions, attrition, cancellation terms, room blocks, minimum commitments, and risk mitigation.

Experience managing external vendors throughout the event lifecycle, from sourcing and negotiation through execution and performance management.

Exceptional negotiation, communication, and interpersonal skills.

Ability to craft targeted, engaging and accurate communications.

Comfortable analyzing both qualitative and quantitative data.

Strong organizational skills with the ability to manage multiple projects simultaneously.

Proficiency in Cvent and Microsoft Office Suite. Canva or similar image editing software adeptness is a plus.

Experience leveraging AI-powered tools to improve productivity, communication, planning, or analysis is strongly preferred.

Ability to travel up to 25% as required for event execution.

Certified Meeting Professional (CMP) designation is a plus.

Fluency in English.

Client-first mentality.

Intense work ethic.

Collaborative spirit and problem-solving approach.

Success profile

Demonstrates resilience, adaptability, and a healthy sense of humor, remaining calm and constructive during periods of ambiguity, shifting priorities, and demanding event timelines.

Exceptional attention to detail while maintaining focus on broader business objectives.

Sound commercial judgment and confidence evaluating contract terms, identifying risk, and recommending negotiation strategies.

Able to negotiate effectively with hotels, venues, and vendors while protecting ZS's financial and operational interests.

Sound judgment and the confidence to provide recommendations rather than simply execute requests.

A proactive, solution-oriented approach with the ability to work independently and move initiatives forward with limited direction.

Strong collaboration skills, a positive attitude, sense of humor, and a genuine interest in contributing to team success.

Ability to balance stakeholder requests, industry best practices, contractual obligations, vendor considerations, operational realities, and firm priorities when making recommendations.

Awareness of when to independently resolve issues and when escalation is appropriate.

How you’ll grow:

Cross-functional skills development & custom learning pathways

Milestone training programs aligned to career progression opportunities

Internal mobility paths that empower growth via s-curves, individual contribution and role expansions

Perks & Benefits:

At ZS, your growth matters. We offer a comprehensive total rewards package that supports your health and well‑being, financial future, time away, and professional development. With robust skills‑building programs, multiple career progression paths, internal mobility, and a deeply collaborative culture, you’ll have the opportunity to do meaningful work, expand your capabilities, and thrive as part of a global community. For details on total rewards in United States , visit ZS US office locations | Where we work | ZS .

Hybrid working model:

We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on-site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face-to-face connections.

Travel:

Travel is a requirement at ZS for client facing ZSers; business needs of your project and client are the priority. While some projects may be local, all client-facing ZSers should be prepared to travel as needed. Travel provides opportunities to strengthen client relationships, gain diverse experiences, and enhance professional growth by working in different environments and cultures.

Considering applying?

At ZS, we honor the visible and invisible elements of our identities, personal experiences, and belief systems—the ones that comprise us as individuals, shape who we are, and make us unique. We believe your personal interests, identities, and desire to learn are integral to your success here. We are committed to building a team that reflects a broad variety of backgrounds, perspectives, and experiences. Learn more about our inclusion and belonging efforts and the networks ZS supports to assist our ZSers in cultivating community spaces and obtaining the resources they need to thrive.

If you’re eager to grow, contribute, and bring your unique self to our work, we encourage you to apply.

ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.

Work Authorization:

This position is not eligible for visa sponsorship. Candidates must have authorization to work in the United States that does not now or in the future require employer sponsorship.

To complete your application: An on-line application, including a full set of transcripts (official or unofficial), is required to be considered.

NO AGENCY CALLS, PLEASE.

Find Out More At: www.zs.com