Events Program Manager

Direct Travel

17h•Hybrid

About The Position

The Program Manager (PM) is responsible for managing and leading the client, leading the internal team, program planning, program execution, building client relationships, managing client financials and Creative Group cash flow, engaging suppliers with client priorities, and bringing creative solutions to our clients. This position can be remote or hybrid with 2 days in office if local to Schaumburg, IL or Appleton, WI.

Requirements

Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
Proficiency in Microsoft Word, Excel, and PowerPoint
Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
Minimum of (5) years of experience in event planning/operations and travel
CVENT experience (minimum 2 years)
Quick learner-gets up to speed on systems/processes
Experience with client invoicing, vendor payments, and company credit card reconciliation
Highly skilled in time management to facilitate involvement in multiple projects
Possess strong verbal and written communication skills
Proficiency in Microsoft Suite, Google Suite, Adobe, Teams
Knowledgeable in video conferencing platforms such as Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
Professional manner and appearance
Demonstrates the ability to think critically and strategically to anticipate opportunities and challenges
Be able to actively listen, have the capability to instill confidence in clients and colleagues, and present information with confidence
Must be able to take direction and work well with others
Must be able to concentrate and perform accurately while meeting applicable productivity measures
Must be able to manage changes proactively and manage tasks as assigned
Must be able to lawfully work within the US and have unrestricted work authorization for US
Ability and willingness to work extended workdays and possible weekends
Accessible during acceptable working hours identified per project/program
Travel may be required to oversee projects through execution
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

Certification in Meeting Planner (CMP) is a plus
CMP or other Industry Certification
Prior experience working for a TMC
Strategic thinker

Responsibilities

Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
Offers client dynamic experiences using the i|xperience™ methodology, working in conjunction with Marketing; leads client by providing workable and creative solutions
Consults with client to determine goals, needs, objectives, and expectations of the program
Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
Understands client/group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client’s request does not fit in the company’s service offerings, consults with the Design & Innovations and/or the Account Executive
Schedules and facilitates client planning and debrief meetings to evaluate program results
Is accountable for successful program outcome
Collaborates with appropriate team members in internal kick-off, following program turnover from pre-sales to operations
Executes overall strategy and choreography of meetings and events
Leads clients and other team members on operational site inspections
Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logistical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers
Creates and communicates all program specifications and program details and approve event orders
Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
Sends appropriate post-program correspondence to all stakeholders
Manages client budget with a focus for client cost savings while maximizing revenue opportunities
Understands and monitors estimated labor hours for team to maximize profit
Manages cost-savings, reconciliation, and invoicing
Be a sought-after partner, by building trust with clients, internal team, and external partners
Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
Establishes, communicates, and monitors all timelines and budget parameters
Mentors Project Managers on an ongoing basis
Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
Is responsible for on-site program execution and direction of travel staff. Implements contingency plans as needed Troubleshoots and solves onsite problems seamlessly
Is responsible for identifying and sharing best practices and process improvements company-wide
Gathers, shares, and applies learnings for continuous process improvement
Can adapt and work successfully with any client, partner, and program
Seek feedback, absorb, and act in the spirit of continuous personal development
Perform other duties as assigned.