• Lead and implement all planning logistics in meeting, conference and convention management.
• Lead or assist and be accountable for destination research, recommendation, on-site program management and vendor relationships.
• Lead and be accountable for the planning and developing of programs, agendas, budgets and services according to Customer requirements. • Develop and implement meeting, conferences and convention registration sites.
• Program Definition:
Meet with Customer to define program's: goal(s), budget, format (business, educational, incentive); identify design team roles and responsibilities and identify possible destinations and locations.
• Lead in the development and system input on annual budgets and maintain integrity throughout the program process including accruals for long-term programs and departmental overhead allocations.
Research ways to improve efficiencies, creativity and attendee satisfaction.
• Program Design: Using information gathered in the definition phase, assist or lead in the research of potential destinations and locations, source vendors, research and develop a detailed, line-item program budget and develop program agendas.
• Program Implementation:
Depending on program scope, lead or assist the program manager in the assignment and execution of tasks. Logistics: coordinate the transportation (air and ground) of attendees; coordinate activities, menus, décor and entertainment.
Budgeting/Monitoring: record and monitor vendor costs; manage vendor relationships throughout the process; meet with the director and program sponsor/Customer; report to director and program manager on budget variances.
Administration (record-keeping): maintain information contained in program registration (electronic or hardcopy) and develop and maintain manifests for travel, lodging and activities.
• On-going Program Analysis and Post-Program Evaluation: Follow all policies, regulations and procedures.
Assist in the administration of post-program value survey with attendees. Perform post-program budget variance analysis and present to the director, program manager or in select cases, the Customer. Close out all notes, task lists and correspondence for future reference.
• Bachelor's Degree from Four-Year College or University, a degree in business, marketing, meeting management, public relations, communications, hospitality or commensurate work experience.
• Ten years or more experience. • Work in travel related or hospitality industry, as a planner, coordinator, hotel sales/event planning or in destination management company operations.
• Ability to work and communicate with peers, vendors and upper management. • Computer literate; good knowledge of computer software.
• Experience with travel reservation systems and industry related software programs. • Project management skills. • Work in team environment.
• Proficiency with PC Windows- Microsoft office applications including Word and Excel. • Strong oral and written communication skills.
• Strong analysis and interpretation skills. • Ability to work in collaboration with web designers and ability to extract data from web resources.
• Flexible to meet Customers' daily needs. • Ability to think long term (some projects conclude three to five years from inception). • Ability to perform many tasks and work on several projects simultaneously and meet deadlines.
• Knowledge of accounting procedures and budget preparation procedures.
• Excellent organization and time-management skills.
• Ability to travel extensively; overnight travel can be up to 40% 40 percent of work year and on-site work hours can exceed 15 hours a day.
Valid Through: 2019-11-12