Job Description

Meeting Planner (Hybrid)

Richmond, VA – with some remote capability; onsite at Company facilities as needed

Duration : 12 Months

Shift : 8:30 am – 5:00 pm ET (hours may vary based on event needs)

Experience Required : Minimum 5 years of professional meeting planning experience

Mandatory Requirements

• Diploma (minimum)
• Proficient in Cvent
• Proficient in Microsoft Office suite (Excel, Word, PowerPoint, Outlook)

Preferred Experience

• Certified Meeting Professional (CMP) designation preferred

Primary Responsibilities

• Provide meeting-planning services supporting the Company Meeting Planning department and its affiliates
• Be managed by Tracey Hughes, Associate Manager, Meeting Planning (AMMP). If unavailable, contact Kim Bivins, Senior Manager Aviation Scheduling, Travel Services & Meeting Planning (SMASTM)
• Receive workload assignments from AMMP; coordinate requests and priorities
• Request NDAs and COIs from vendors (including ground transportation, DMCs, venues, activities)
• Maintain relationships with best-in-class suppliers (restaurants, hotels, DMCs, venues, speakers, entertainment, ground transport)
• For any potential new supplier or concerns with existing ones, obtain prior approval from Altria before making changes
• Collaborate with internal clients to determine meeting/event needs, with a focus on financial discipline, contractual/monetary approval compliance, and budget reconciliation
• Use approved meeting, budgeting and sourcing software provided by Altria
• Maintain complete event files: estimated budget prior to event; fully reconciled budget after event including receipts, BEOs, supporting documentation
• Develop detailed instructions (agenda, rooming lists, transport manifests, etc.) in conjunction with BEOs as required for each event
• Provide administrative support: name badges, meeting websites, signage, collateral
• Provide on-site execution services as needed/requested by client or directed by AMMP
• Deliver services in a timely fashion in accordance with Altria Company policies and guidelines
• Be available for meetings/events which may occur outside of standard business hours or on weekends
• Any overtime must be approved in writing by AMMP prior to incur-ring; time sheets and approved expenses must be submitted in a timely manner

Location & Work Mode

This role is hybrid , with remote work capability depending on meeting/event needs , and requires presence at Company facilities (Richmond, VA) as needed.

Top Skills

• Deep experience in professional meeting/event planning
• Highly organized with strong attention to detail
• Excellent at building & maintaining internal client and supplier relationships
• Comfortable working in a fast-paced, event‐driven environment
• Flexible and able to adapt to changing priorities, including travel or on-site presence

If you’re a seasoned meeting planner who thrives in delivering high-quality internal events, with strong vendor/supplier management and budgeting skills — and can be on-site in Richmond when needed — we’d love to connect. Please forward your resume referencing this role.

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