Event Manager

**Job Summary**:
The Events Manager is responsible for the development, planning and overall operational and execution of meetings, conferences, incentive travel programs and/or special events. The Events Manager works on a variety of projects simultaneously and serves as the day-to-day planning contact for each respective department. The Events Manager is responsible for the day to day internal contact and project planning functions, as well as overseeing such elements as website development, attendee management, budget management and final program billing.

**Essential **Duties and Responsibilities**:
**_Job Specific Essential Duties & Responsibilities:_**
- Work with customers/clients to develop, coordinate and implement their meetings and events.
- Develop and conduct site inspections as required and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline.
- Utilize and leverage on preferred hotel agreements when negotiating hotel contracts. Recommend and utilize approved Destination Management Companies (DMC).
- Conduct internal pre-program briefings and post-program debriefings, including briefing and debriefings.
- Manage day-to-day internal program budgets, present to Manager and Event owner for review and approval prior to sending to client.
- Work to increase program profitability over original priced program received at pre-sale turnover.
- Facilitate the creative direction and fulfillment of program related participant and host communications materials, including, but not limited to save the dates, registration announcements, room gifts, pre-trip and onsite materials, including program signage and participant name badges.
- Facilitate and oversee program data management process, data integrity and reporting. Ensure data reconciliation is complete and accurate.
- Source destination, air, hotel and venue options that meet the goals and objectives of the departments.
- Track and manage air, hotel and vendor attrition, cancellation, and deposit schedules.
- Negotiate hotel, air and venue contracts; Track and report hotel room nights and spend.
- Negotiate and purchase ground transportation, entertainment, and décor elements via preferred Destination Management Companies and/or direct vendors.
- Prepare program related Payment Request Forms for suppliers and Invoice Request Forms for invoicing.
- Reconcile all final billing on-site prior to final billing being sent to Finance and ensure final billing timeline is met
- Ensure the timely payment of all supplier/vendor bills and oversee the invoice payment of deposits to ensure payments are received on time.
- Assumes and performs other duties and responsibilities not specifically outlined herein, as requested.

**Key Contacts / Relationships**

Internal:
Key operations and sales/account management (if applicable) personnel

External:
Clients, industry contacts including suppliers

**Education** / Knowledge / Experience**:
Essential:

- Diploma or Degree in Event Management or equivalent
- Minimum of 4 years’ experience in planning meetings, incentives, conventions, conferences and/or special events
- Minimum of 4 years’ experience managing outside vendors, sourcing and negotiating contract services
- CMP, PMP accreditation will be a plus
- Proficiency in database management
- Strong time management and organizational skills to manage multiple projects
- Excellent customer service skills and attention to detail
- Ability to communicate effectively both verbally and in writing
- Ability to work well under pressure and adapt to ever-changing scenarios
- Capability of problem solving - Anticipating, initiating and resolving issues

Preferred:

- Bachelor’s degree preferred
- CMP certification preferred

**Characteristics & Competencies**:
**Core Competencies**

Active Learning / Continuous Learning

2

Proactively pursue opportunities to improve your skills and knowledge

Effective Communication

2

Communicate ideas and information accurately and in a way that engages the audience, helps them understand and encourages them to take action

Flexibility & Adaptability

3

Understand, adapt to and learn from changes or challenges in the environment

Honesty, Integrity, Building Trust

2

Demonstrates solid business ethics that give others confidence in your—and the company’s—intentions

Innovation

2

Look for new ideas and initiatives to improve individual, departmental or organizational performance

Relationship Skills

2

Consistently interact with individuals and groups in a positive and collaborative manner

Service Excellence

3

Teamwork

3

Work effectively as part of a team

**Management Competencies
Emotional Intelligence

3

Recognize, understand and manage your own and others’ emotions to build productive and trusting relationships

Influence & Initiative

2

Actively and effectively pursue opportunities to influence others and the organization

Producing & Driving Results

2

Set goals