Meeting & Event Manager

Accountabilities

• • Manage the full lifecycle of large and complex meetings, incentive programs, conventions, and events, from strategic planning and sourcing through execution, reconciliation, and post-event analysis.
  • Administer RFPs through electronic sourcing tools, evaluate proposals, recommend properties and suppliers, negotiate contracts, and monitor contractual deadlines after execution.
  • Negotiate agreements with hotels, venues, destination management companies, transportation providers, audiovisual and internet suppliers, décor companies, entertainment providers, printing companies, and other event partners.
  • Build collaborative supplier relationships by clearly communicating program requirements, expectations, timelines, and deliverables.
  • Partner with air travel teams during site selection and event planning, including developing air feasibility assessments and providing manifests to transportation providers.
  • Develop and maintain detailed project timelines, incorporating contingency planning and ensuring internal teams remain accountable for strategic milestones.
  • Lead structured strategy calls, establish agendas and action items, and coordinate cross-functional teams throughout the program lifecycle.
  • Identify opportunities to expand ancillary meeting and incentive services while maintaining alignment with client objectives and budgets.
  • Research, recommend, and contract with off-site venues, transportation providers, entertainment, décor, team-building organizations, and other event-support suppliers.
  • Oversee online registration website development and attendee-management processes, coordinating with internal planners and coordinators and resolving escalated issues.
  • Conduct site inspections on behalf of or alongside clients and ensure venues and suppliers are positioned to deliver against program requirements.
  • Procure and lead on-site event staff, clearly defining responsibilities and operational requirements before each event.
  • Manage complex event budgets, cost estimates, cash flow, negotiated savings, client invoices, vendor payments, commissions, and final financial reconciliation.
  • Evaluate event performance after completion, measure effectiveness and ROI, and provide recommendations for future programs.
  • Conduct internal program audits to assess profitability and identify opportunities for operational improvement.
  • Lead full-service event operations and delegate responsibilities effectively across internal team members.
  • Maintain strong client relationships through exceptional service, active listening, proactive communication, and effective resolution of challenging situations.
  • Participate in industry events, continuing education programs, and supplier meetings to remain current on trends, technologies, and best practices.
  • Travel up to 25% and work evenings, weekends, or extended hours when required by event schedules.

  Requirements

  • Bachelor’s degree preferred, or a high school diploma combined with relevant industry experience.
  • At least 5 years of recent experience in the meetings, incentives, conventions, events, hospitality, or related industry.
  • At least 5 years of customer service experience, preferably in client-facing event or hospitality environments.
  • Proven experience managing complex projects, leading cross-functional teams, and working effectively with stakeholders at all organizational levels, including senior executives.
  • Demonstrated contract negotiation experience with hotels, venues, suppliers, or other event partners.
  • Strong financial management skills, including experience managing complex event budgets, monitoring cash flow, tracking savings, and reconciling costs.
  • Exceptional organizational skills and the ability to manage a high volume of deliverables, competing priorities, and changing requirements.
  • Strong problem-solving, judgment, decision-making, and communication skills, with the ability to remain effective under pressure.
  • Excellent written and verbal business communication skills and strong customer service and listening abilities.
  • Resourceful, imaginative, detail-oriented, and proactive, with a willingness to do what is necessary to deliver successful events.
  • Ability to manage difficult conversations and situations professionally while maintaining positive client and supplier relationships.
  • Willingness to learn new technologies, improve processes, and adopt evolving industry best practices.
  • Strong working knowledge of Microsoft Word, Excel, and Outlook, as well as online registration platforms such as Cvent and CRM tools such as Salesforce.
  • Basic familiarity with collaboration and information-sharing platforms such as Dropbox and Google Docs.
  • Certified Meeting Professional (CMP) credential is strongly preferred but not required.
  • Ability to communicate effectively in standard business English, both verbally and in writing.
  • Ability to work collaboratively with clients, colleagues, and suppliers from diverse backgrounds.
  • Ability to travel and work variable schedules, including nights, weekends, and more than 40 hours per week when event requirements dictate.

  Benefits

  • Hybrid remote/office work environment.
  • Opportunities to manage high-profile, complex meetings and incentive programs.
  • Exposure to a broad network of hotels, venues, destination management companies, transportation providers, and event suppliers.
  • Professional development through continuing education, industry events, and ongoing exposure to evolving event technologies and best practices.
  • Opportunity to take ownership of end-to-end event programs and lead cross-functional teams.
  • Collaborative environment that values initiative, creativity, teamwork, reliability, quality, and continuous improvement.
  • Inclusive workplace committed to supporting diversity and providing reasonable accommodations where needed.