Position Summary

The Meetings Manager role involves serving as the primary point of contact for assigned clients, taking ownership of planning and executing their events with precision and professionalism. Embracing Kellen Best Practices, this position contributes to the success of the Meetings & Expositions department by leveraging event planning expertise. The Meetings Manager is specifically responsible for planning and managing meetings, conferences, trade shows, and client functions. This role manages logistics, budget adherence, and client satisfaction, engaging closely with clients, vendors, and internal teams to ensure seamless event delivery.

Essential Functions

Client Engagement and Execution

• Establish and maintain strong relationships with assigned clients, understanding their goals and expectations for each event.
• Collaborate with clients to determine event objectives, budget constraints, and desired outcomes.
• Execute events in accordance with client specifications, ensuring a high level of customer satisfaction.
• Communicate effectively with clients throughout the planning process, providing updates and addressing concerns promptly.

Operational Excellence

• Implement event planning best practices to ensure successful execution of assigned meetings.
• Develop and manage event budgets, ensuring adherence to financial goals.
• Coordinate logistics, including hotel RFP and contracting, online registration, and room block management.
• Research, recommend, and select meeting sites and activities that align with client objectives.
• Negotiate and manage vendor contracts, including coordination with hotels and other meeting venues.
• Travel as needed for site selection and onsite event management.
• Develop detailed meeting specifications, workplans, timelines, and budgets.

Collaboration and Reporting

• Work collaboratively with internal teams to achieve client objectives and maintain a high standard of service.
• Track and report meeting metrics, including attendance, registration, and budget performance.
• Provide regular updates to clients and internal stakeholders on the progress of event planning activities.
• Address any issues or challenges that arise during the planning and execution phases.

Continuous Improvement

• Stay informed about industry trends and incorporate innovative ideas into event planning processes.
• Contribute to the refinement and improvement of departmental processes and best practices.
• Seek opportunities for professional development and stay updated on relevant certifications and industry knowledge.

Other duties that align with the mission and vision of the company as assigned.

Qualifications

• Bachelor's degree preferred.
• 5+ years of experience in event planning and execution.
• Relevant certifications, such as Certified Meeting Professional (CMP), are advantageous.
• Strong organizational and planning skills, with the ability to manage multiple events concurrently.
• Excellent communication skills, both written and verbal, for effective client interaction.
• Resourceful problem-solving capabilities and ability to adapt to changing circumstances.
• Proficient in negotiation, vendor management, and budget management.
• Customer-focused orientation with the ability to collaborate effectively with clients and internal teams.
• Willingness to travel as required for client meetings and onsite event management.
• Proficient in business intelligence and analysis tools to extract insights from data.
• Proactive and collaborative working style.

Physical Demands

This position operates within an office environment. The physical demands outlined below are representative of those that must be met by an employee to successfully fulfill the essential functions of the job. Reasonable accommodations may be provided to enable individuals with disabilities to perform these essential functions.

• Hybrid Work Environment: All employees located within commuting distance of one of Kellen's offices are required to go in on Tuesdays and Wednesdays. Flexibility in going into the office additional days may be necessary.
• Extended Work Hours: The nature of this role may require more than 40 hours per week to fulfill job responsibilities. Additionally, flexibility in working nights and weekends may be necessary. Longer hours, travel, and weekend commitments are typically associated with conferences or special events.
• Office Equipment Usage: The role routinely involves the use of standard office equipment, including but not limited to computers, telephones, photocopiers, filing cabinets, and fax machines.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not exhaustive lists of all duties, responsibilities, or physical demands required. Employees may be required to perform other duties as assigned, and reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel Requirements

Occasional travel may be necessary for this position, up to 30% of the time, including weekends. Modes of transportation may include air travel, car, or rail.