Job Description

• Ownership or active assistance role of all program delivery elements utilizing standard processes and procedures to achieve client satisfaction. Such duties may include (but are not limited to):

• Meeting/Event Planning process: determine purpose of the meeting; prepare a project plan; prepare specifications; obtain historical information related to program; identify stakeholder needs; prepare program outlined (topics, content, speakers); design program details to meet needs of participants; identify successful criteria for evaluation of meeting; understand technology requirements
• Facilities & Services: determine appropriate geographical location; determine venue; identify services required; coordinate security procedures; plan, order and oversee technology requirements; conduct a pre-meeting briefing and post-con with suppliers and facility providers; plan/create agendas for site inspections
• Financial & Contract Management: identify ancillary revenue sources and/or cost savings opportunities; develop budget for meeting; may be required to negotiate contracts; ensure completion of payment and/or billing process; manage to budget; conduct RFP process; determine fees for participation
• Logistics: establish invitation/registration procedures; assess risk management to determine insurance and operations needs; determine exhibitor booth assignments/setup process; secure transportation arrangements; communicate travel arrangements; determine setup for function rooms including seating and AV; manage all food and beverage; prepare and review housing reports in a timely manner; coordinate shipping of materials
• Program: secure speakers & manage contractual relationship; secure entertainment; determine food and beverage requirements that support program objectives; arrange ancillary programs in conjunction with the meetings including pre/post meeting activities; arrange media and PR activities for program.

• Proactively escalate potential client or program issues for timely resolution.
• Ownership of timeline, budget/pro-forma, and group reporting
• Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines
• Management of supplier partners and internal support areas to ensure quality and timely delivery
• Provide program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.
• Escalate delivery issues through notification of management to ensure continuous improvement of M&E processes, procedures and tools.
• Travel on-site for assigned programs, often acting as the business lead. Collaborate with on-site Lead Travel Director.
• Complies with M & E technology usage as required (Cvent & Meeting Box)
• Time tracks as requested by management
• Responsible for creating and maintaining meeting profiles for assigned programs
• Responsible for negotiating all vendor contracts related to a particular event, including, air, hotel etc
• Increase M&E Industry knowledge by attending internal training, external events supplier presentations, and team meetings.
• Proactively escalate potential client or program issues for timely resolution.
• Identify upselling opportunities and action or inform Supervisor
• Identify scope creep and action or inform Supervisor
• Meeting measurable performance targets (see below)
• Other duties as required/requested

• College diploma or degree in related field
• CMP designation an asset, formal Project Management designation/training an asset
• Minimum 2-3 years of current relative Meeting/Event Management experience required. Fresh graduate will be considered.
• Strong communications skills verbal, written and presentation skills
• Computer proficiency in Microsoft office suite
• Knowledge of the Trondent Reporting tool a plus.
• Knowledge of web based registration tools is a plus
• Proven ability in Project Management
• Strong Financial Acumen
• Proven negotiation skills
• Ability to remain and composed under stressful situations
• Strong multi-tasker who works well under pressure
• Ability to travel to events as needed