Scope
The scope of this position is dependent upon assigned account/program. Will vary from client to client and program to program.
Manages program/event budgets.
Reporting and Working Relationships
Reports to Senior Account Director
Manages external relationships with clients, DMCs (Destination Management Companies) and third-party companies/suppliers. Regular interaction with internal departments which could include but is not limited to: Sales/Account Management, Creative, Registration, Supplier Relations, Sourcing, Accounting, and Operations.
Primary Responsibilities
40%
Role will play a key role in managing and optimizing program operations, supporting Subject Matter Experts (SMEs), and facilitating event technology processes to ensure a seamless experience for stakeholders. The role will involve using technology to manager SME assignments and scheduling, developing comprehensive training plans, and owning the workback schedule to ensure timely execution. This includes reviewing and collaborating across teams to prevent overlap in scheduling assignments and running analysis to provide leadership with reports on case volume and request status. The individual will work in the clients technology to collect and streamline data to implement project plan for client program.
Outlines deliverables for assigned program/event. Completes overall project timeline and budget; and facilitates prompt and accurate handling of all details. Manages and negotiates items such as supplier relationships, audio-visual, general service contracting, hotel, destination management company (DMC), air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. Coordinates and attends site inspections. Communicates registration and air needs as necessary. Facilitates working session with client and Division stakeholders. Gives clear direction to project team about the clients' needs, expectations, business rules and objectives.
30%
Independently interfaces and collaborate with day-to-day client contact (tech and non tech). Works closely with client to ensure program objectives are executed by analyzing key priorities, identify operational gaps, and develop plans to address those gaps. Maintains proactive, positive, open line of communication between client and Sales/Account Management. 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. Monitor task management dashboards, ensuring tasks are created, set up, and completed Use data and metrics to evaluate performance and implement improvements. 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.
20%
Provides onsite leadership and support to clients, suppliers and facilities to ensure all functions or programs occur as planned while monitoring service levels. Anticipates and resolves challenges onsite. Manages and directs other team members when serving as the lead. Maintain an up-to-date Program Support/Point of Contact list, providing both onsite and remote support as needed. Create and Manage a Comprehensive guide for onsite and virtual Seller Café resources, including a volunteer guide. Helps manage or limit client liabilities. Acts as the main client contact point regarding operational issues, escalations, concerns and responses. Participates in the development and creation of proposals and deliverables on renewal business as required. Provides expertise with regards to destination, hotel and Division services. Develops initial budgets for assigned programs.
10%
May participate in the following tasks: Manages overall project financials. Monitors project expenses and budget and participates in financial reviews. Responsible for program and/or internal supplier revenue forecasting and updating business management systems with financial information. Manages overall program/event budget, communicates changes to Sales/Account Management contact and client. Manages supplier products and services Responsible for tracking and reporting changes. Initiates supplier payments, client invoices and project change orders. Manages positive net funding on assigned programs. Works with accounting to complete final bill. Communicates clients’ needs and monitors supplier service delivery. Reviews final billing prior to final client invoicing. Manages assigned programs/events to meet or exceed specified account profitability target margins.
Qualifications
1. Bachelor’s degree or equivalent experience required.
2. Minimum 3+ years of experience in meeting/event planning, project management and registration management (including large complex associations and corporation)
3. Strong knowledge of program/event management and related technology tools. Exposure to project planning/forecasting financial implications. Ability to understand and discuss technical concepts, manage stakeholder feedback, and make informed decisions.
4. Proven critical thinking and self-motivation skills, with a track record of delivering projects in fast-paced environments.
5. Experience using data-driven insights to drive program improvements.
6. Excellent collaboration skills, working with diverse tech and non-tech teams.
7. Prior experience in effectively handling multiple complex projects/demands.
8. Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly (knowledge of database basics and airtable a plus).
9. 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.