Associate Director, Meeting Services

EVERSANA•New York, NY

2h•$78,280 - $113,000•Onsite

About The Position

The Associate Director, Meeting Services may be responsible for the management of team members within the department or lead clients under the supervision of the VP, Meeting Services. Responsible for achieving financial objectives by accurately forecasting hours for themself and team members assigned and pass-through costs on assigned projects. The Associate Director is also responsible for leading a higher volume of planning meetings and managing clients for logistics projects. This role is responsible for contributing and supervising strategically and tactically on assigned accounts, as appropriate for Meeting Services.

Requirements

Planning for live, virtual, or hybrid meetings; knowledge of hotel bookings and air travel
Cvent or another similar registration platform, Excel

Nice To Haves

CMP (Certified Meeting Professional) is preferred but not required

Responsibilities

Managing all program logistics, including but not limited to venue/site selection, contract negotiations, travel, food and beverage, meeting room sets, audio-visual and production, hotel rooming lists, ground transportation, and ancillary vendors (i.e., entertainment, activities, décor, photographer)
Independent planning, organizing, and seamless execution of high-quality virtual event meetings with multimedia components. Including but not limited to: Virtual platform configuration, Manage technology vendor, Schedule and execute rehearsals to ensure all parties are prepared for success, Attendee management and communication, Offer assistance and guidance with any attendee connection issues, as well as basic technical support during an event and to the client
Building and customizing registration websites and recruitment material templates with program-specific information and coordinating distribution to all attendees according to necessary timelines
Ensuring the highest standards of quality control of client materials and, as appropriate, developing best practices protocols for project teams to facilitate such quality control
Oversight and management of program recruitment and attendee management
Reviewing and approving meeting specifications from all perspectives such as attendees, vendors, etc., and offering recommendations to reduce costs
Providing standard and customized reports to clients at specified intervals
Attending and participating in new project briefings and kick-off meetings
Attending multiple internal meetings with Client Services, Meeting Services, and other key personnel to discuss project status, etc.
Working on-site and leading the logistics team at large meetings to coordinate meeting logistics/ activities with Client Services, venue, and vendors, and offer assistance to team members
Reviewing and reconciling final invoices and pass-through costs within the mandated timelines
Tracking and preparing accurate attendee spend reports to comply with the Open Payment Guidelines
Maintaining ongoing dialog with the line manager and project team throughout the life of the program to evaluate progress and initiate the scope change process, if necessary
Negotiating the best available rates and contract terms with vendors for owned meetings such as hotel F&B, A/V, ground, etc.
Owning the budget (hours & OOP) on assigned meetings and advising the project team of the possible risks. Discussing with the client the challenges and recommendations for correction
Identifying operational change opportunities to improve program execution or increase efficiency and/or decrease costs and elevating and owning the potential plan to management.
Thorough knowledge and experience of a client, being able to build a budget for a requested meeting based on provided parameters
Ability to represent position level on a pitch and explain the appropriate responsibilities to the potential client
May be responsible for the relationship of the key vendor for the meeting team, including negotiation and contract review.
If a people manager, being responsible for career development, training, and mentoring.
Direct report responsibility of forecasting hours and reporting of high/low risks to the VP
Maintaining and/or exceeding minimum billable utilization percentages for the position level
Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
All other duties as assigned
Responsible for and oversee their respective department.
Interview, select and supervise the activities of the department staff; communicate interpret and discuss with team the company policies and procedures.
Determine job objectives, work methods and performance standards; review performance relative to departmental objectives discussion appraisal with each employee and performance; authorize and communicate salary changes, promotions, transfers, discipline, and discharge and administer all other personnel actions.