As a key member of the Direct Travel Meeting & Events team, the Event Program Manager will be responsible for providing support in documentation, procurement, and sourcing areas including, but not limited to, meeting logistics, vendor negotiations, payment reconciliation, data entry into the CVENT meetings management tool, and management of purchase order/contract processing/invoicing.
This role will work closely with clients and a team of program managers and report to the team operations manager.
- Consults with client to determine goals, needs, objectives, and expectations of the program
- Provides support as needed for meetings requests as program lead overseeing all logistical aspects of program from end to end.
- Remains current and knowledgeable about the industry to provide the client with innovative and compelling concepts
- Track and manage event spend and reporting through working budgets.
- Manage requests for events: vendor set up, payment/contract status, credit card authorizations, and venue sourcing
- Review and negotiate contracts in preparation for legal review and signature
- Work with suppliers to negotiate and accept addendum terms and conditions
- Manage food and beverage, audiovisual, ground transportation, activity and offsite requests as liaison on client behalf.
- Oversee all technical requirements including website registration, mobile apps and surveys as required per program goals.
- Reconcile event costs and process check requests, credit card transactions, and other payments as needed
- Work with internal contacts to follow up with approvals needed with contracts/requisitions
- Provide insight and recommendations into best practices for management of the CVENT reporting and data management tool
- This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, or efforts associated with the position
Working Conditions
- Ability and willingness to work extended workdays and possible weekends
- Accessible during acceptable working hours identified per project/program
- Travel expectations – potential of 10-15% or more of time annually
- Frequent use of a computer and other office equipment
- Ability to lift 20 lbs.
- Frequent sitting, standing, and walking
- Ability to work remotely in a professional environment using collaborative tools to engage with team members and clients regularly.
Requirements:
- College degree preferred
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Minimum of (5) years of experience in event planning/operations and travel
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CVENT experience (minimum 2 years)
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Quick learner-gets up to speed on systems/processes
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Experience with client invoicing, vendor payments, and company credit card reconciliation
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Highly skilled in time management to facilitate involvement in multiple projects
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Possess strong verbal and written communication skills
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Proficiency in Microsoft Suite, Google Suite, Adobe, Teams
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Knowledgeable in video conferencing platforms such as Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
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Professional manner and appearance
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Demonstrates the ability to think critically and strategically to anticipate opportunities and challenges
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Be able to actively listen, have the capability to instill confidence in clients and colleagues, and present information with confidence
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Must be able to take direction and work well with others
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Must be able to concentrate and perform accurately while meeting applicable productivity measures
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Must be able to manage changes proactively and manage tasks as assigned
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Must be able to lawfully work within the US and have unrestricted work authorization for US
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CMP or other Industry Certification
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Prior experience working for a TMC
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Strategic thinker
