Job Description

A culture of purpose: Where will your BCD M&E career take you?

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy? If so, we want to hear from you!

Events Manager

The Events Manager is a hybrid role in that it includes aspects of leadership, account management and operations delivery. This is no small task; it demands professional maturity, reasonable event experience, superb relationship-building skills and compelling team dynamics.

The Events Manager works on a variety of programs and serves as the day-to-day planning contact for identified clients.

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 d\xc3\xa9cor 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\xe2\x80\x99 experience in planning meetings, incentives, conventions, conferences and/or special events
• Minimum of 4 years\xe2\x80\x99 experience managing outside vendors, sourcing and negotiating contract services
• CMP, PMP accreditation will be a plus
• Proficiency in word processing and Microsoft Office applications
• 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 \xe2\x80\x93 Anticipating, initiating and resolving issues

Preferred:

• Bachelor\xe2\x80\x99s degree preferred
• CMP certification preferred

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Area of Interest

Meetings & Events

BCD Travel