Event Manager, Meetings & Incentives

Direct Travel•Schaumburg, IL

3d•Hybrid

About The Position

The Event Manager, Meetings & Incentives is responsible for leading and executing small to mid-size meetings, incentive programs, and client opportunities that blend program management, logistics execution, registration, and attendee experience into a single operational point of contact. This hybrid role manages the full lifecycle of assigned programs, including client consultation, budget management, logistical planning, supplier coordination, registration operations, and participant communication, while maintaining Creative Group’s standards of excellence and client satisfaction. This role is designed for programs of smaller size or scope but requires strategic client leadership similar to that of a Program Manager. The Event Manager may also act as a traditional Program Manager for select programs, as needed. This position is hybrid with 2 days in your local office: Schaumburg, IL, or Appleton, WI.

Requirements

Bachelor’s Degree in Business, Hospitality, Event Planning, or a combination of education and work experience in event planning required.
Minimum of 4 years of experience in a client-facing event, meeting, program, or registration management role.
Proficiency in Microsoft Office Suite, Teams, SharePoint, OneDrive, Zoom.
Familiarity with Cvent or similar event management platforms.
Must be able to behave in a manner that reflects our organization’s vision and values.
Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross-functionally and develop strong and positive internal and external relationships, and be a strong team player.
Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines.
Must possess strong verbal and written communication skills.
Must possess proven leadership skills to lead a team and mentor other roles.
Must be able to actively listen, have the capability to instill confidence in clients and colleagues and present information with confidence.
Must possess self-awareness to understand their own strengths and weakness and how their behavior impacts others.
Must be professional in behavior with clients, suppliers, and colleagues.
Must be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths.
Must model a positive, solution-based approach and be flexible and open to change to adopt to different client styles.
Must be able to work autonomously, while thriving in a team environment.
Must be able to maintain confidentiality.
Ability and willingness to work extended workdays and possible weekends
Accessible during acceptable working hours identified per project/program
Frequent use of a computer and other office equipment
Ability to lift 20 lbs.
Frequent sitting, standing, and walking
Ability to adhere to hybrid office policy

Nice To Haves

CMP or PMP certification is a plus.

Responsibilities

Serve as the main operational client contact, consulting on goals, objectives, budgets, and desired outcomes.
Anticipate client needs and provide proactive solutions aligned with program goals.
Lead planning calls, facilitate client approvals, and conduct post-program debriefs.
Facilitate planning calls and debrief meetings.
Communicate client and participant learnings to inform future program improvements.
Develop, manage, and execute all aspects of meetings and incentive programs including non-hotel venue sourcing, food & beverage, audiovisual, transportation, and supplier coordination.
Coordinate with internal departments (Creative, Technology, Travel, Field Operations) for seamless delivery.
Oversee production of event materials, signage, and branded deliverables.
Creates and communicates all program specifications and program details and approves event orders to ensure smooth transition to on-site team.
Ensure compliance with company policies, contracts, and service level agreements.
Is accountable for successful event outcomes and client satisfaction.
Works in partnership with internal departments to manage program deliverables pertaining to website build, creative communications, and airline ticketing.
Manage data accuracy, reporting, and manifests in partnership with internal teams.
Produces and maintains reports and manifests as needed, with an understanding of how this data affects the program integrity.
Provides and prints personalized print and digital materials based on registration data.
Interacts directly with attendees on program related inquires contributing to the overall positive attendee experience.
Ensure timely and professional responses to attendee inquiries.
Acts as main contact for hotel block and manages all aspects of hotel room block including attrition submission, deadlines, special requests, etc.
Manage program budgets, vendor contracts, and client financials.
Provide client with accurate budget estimates and ensure post-event billing reflects these estimates.
Negotiate with suppliers to achieve client savings while maximizing revenue and profitability goals.
Process contracts, invoices, expenses, and reconciliations in a timely manner.
Provide accurate pre-event budgets and post-event billing documentation.
Provides timely financial reconciliation and supporting documents for applicable projects.
Act as a trusted advisor to clients and internal stakeholders.
Partner with internal teams (Creative, Air Operations, Technology, Finance) to deliver cohesive experiences.
Mentor team members and share best practices.
Gathers, shares, and applies learnings for continuous process improvement.
Can adapt and work successfully with any client, partner, and program.
Performs other duties as assigned.