To function as primary client liaison and lead for assigned programs. Manage corporate meetings andevents through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients.Responsible for coordination of all program planning from postcontract execution to final billing, while providing unparalleled levels of customer service on alltravelprograms. Work closely with client contact to understand and meet program objectives/outcomes.
The scope of this position is dependent upon assigned account/programs. Will vary from client to client and program to program.
May have direct reports.
No budgetary responsibility.
Reporting and Working Relationships
Reports to Operations Director or Operations Manager.
Working relationship with clients and third party suppliers. Interacts with internal departments including, but not limited to, Sourcing Coordinators, Sourcing Managers, Senior Sourcing Managers, Meeting Coordinators, Meeting Managers, Senior Meeting Managers, Project Account Managers, Attendee Management, Creative Department, Web Producers, Industry Relations, Project Accounting, Account Management, Account Executives, and Program Operations.
Establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details. Utilizes business program management system to manage program. Manages any additional hotel needs, destination management company (DMC), air and all third party contracts. Communicates between Information Technology support and clients with respect to web requirements on assigned programs. Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements. Works with accounting to complete final bill, reviews final billing prior to final invoicing to client. Maintains accurate records, system input, and complete file management as outlined in MTC and client policies and procedures.
Responsible for accurate program forecasting and updating business management systems with accurate financial information. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments.
Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction. Acts as lead, communicates program requirements to team as needed. Conducts regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. May be requested to manage VIP special projects and oversee VIP logistics. Share negotiation expertise and examples with team to drive cost savings achievement. Provides custom reporting, timelines, and documents as required by client.
OTHER: Works on special projects as assigned by the Director or Operations Manager or Project Account Manager. May require travel to destinations worldwide (Ability to travel by airplane, boat, rail and/or car), in support of client site inspections and/or program operations. There is an inherent riskassociated with all travel, often as a result of extraordinary circumstances. Therefore, during an emergency, it is your duty to provide the necessary guidance and leadership, and to promote the safety of the client, travel participants and other Maritz employees by implementing or supporting prescribed crisis procedures. Keep abreast of industry standards and trends related to responsibilities.
1. College degree or equivalent experience and five years experience in corporate/3rd party event or meeting management required. Pharmaceutical meeting planning experiencedesired.
2. Domestic destination knowledge required, international destination knowledge a plus.
3. Prior successful experience in developing and maintaining key client and supplier relationships.
4. Proven aptitude for technology and/or software solutions and analytical skills required. Experience with Cvent desired.
5. Ability to travel 30% required.
6. Strong knowledge of program/event management and budget maintenance.
7. Prior experience in effectively handling multiple projects/demands.
8. CMP designation a plus.