Reporting and Working Relationships
This position reports to the Director or Manager/Senior Manager.
Collaborate regularly with internal teams, such as Sales/Account Management, Registration, Supplier Relations, Sourcing, Accounting, and Operations.
Maintain strong external relationships with clients and third-party vendors, including AV, GSC, DMC, and other suppliers.
Key Responsibilities:
Serve as the primary liaison for clients on all assigned association programs and events.
Oversee the end-to-end coordination and execution of conferences and conventions from a logistical standpoint.
Manage all planning phases, from pre-planning through to final billing, while delivering exceptional customer service.
60% - Project & Supplier Management
Outlines deliverables for assigned Association program/event, including food & beverage management, AV specifications and all setup requirements.
Creates overall meeting planning timeline and event specifications; coordinates and attends planning visits; assists client with budgeting; and facilitates prompt and accurate handling of all details.
Manages supplier relationships and negotiates items such as audio-visual, general service contracting, destination management company, and all third-party contracts.
Monitors that all contracted services are executed.
Ensures event team is scheduled and prepared for successful onsite management of the event.
Completes Post Project Review and conducts Post event meetings.
Gives clear direction to project team about the clients' needs, expectations, business rules and objectives.
20% - Client and Team Partnership
Independently interfaces with day-to-day client contacts.
Works closely with client to ensure program objectives are executed.
Maintains proactive, positive, open line of communication between client and Sales/Account Management and other operational departments.
Oversees project teams during the development, production, and quality assurance of deliverables in event management area.
Authors and maintains standard process and event specifications documentation for the project team and client.
Updates and manages the timeline of deliverables for the project or change for the client and monitors the project status.
Conducts regularly scheduled status meetings from pre-planning through program operation, and ongoing programs, with client and Division stakeholders.
Acts as team leader, communicates program requirements to team.
Provides expertise with regards to destination, hotel and our company’s service offerings.
20% - Event Operation/Execution
Provides onsite leadership and support to clients, suppliers and facilities to ensure all functions or events occur as planned while monitoring service levels.
Anticipates and resolves challenges onsite.
Manages and directs other team members when serving as the lead.
Helps manage or limit client liabilities.
Acts as the main client contact point regarding operational issues, escalations, concerns and responses.
Works with third party suppliers to arrange services provided by them.
Manage VIP special projects and oversee VIP logistics.
Qualifications
1. Bachelor’s degree or equivalent experience required.
2. Minimum 3-5+ years of experience in Association meeting planning or hotel catering, convention services experience. International hotel/destination, AV and General Contractor knowledge a plus.
3. Strong knowledge of program/event management and budget maintenance. Exposure to project planning/forecasting financial implications.
4. Prior successful experience in developing and maintaining key client relationships.
5. Professional oral presentation and writing skills required.
6. Prior experience in effectively handling multiple projects/demands.
7. Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly. Excel and PPT experience required.
8. Ability to travel 20% of time required.
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job
Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at www.MaritzBenefits.com.
Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.
Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to peopleanddevelopment@maritz.com.