Program Manager (Meeting Planner) - Meetings & Events

Direct Travel

7h • Remote

About The Position

As a key member of the Direct Travel Meeting & Events team, the Program Manager
will be responsible for providing support in documentation, procurement, and
sourcing areas including, but not limited to, meeting logistics, vendor
negotiations, payment reconciliation, data entry into the CVENT meetings
management tool, and management of purchase order/contract processing/invoicing.

This role will work closely with clients and a team of program managers and
report to the team operations manager.

Requirements

• College degree preferred
• 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

Nice To Haves

• CMP or other Industry Certification
• Prior experience working for a TMC
• Strategic thinker

Responsibilities

• Consults with client to determine goals, needs, objectives, and expectations of the program
• Provides support as needed for meetings requests as program lead overseeing all logistical aspects of program from end to end
• 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 through timeline management
• Remains current and knowledgeable about the industry to provide the client with innovative and compelling concepts
• Creating, tracking and managing budgets, event spend and reporting
• Manage requests for events: vendor set up, payment/contract status, credit card authorizations, and venue sourcing
• Review and negotiate contracts in preparation for legal review and signature
• Work with suppliers to negotiate and accept addendum terms and conditions
• Manage food and beverage, audiovisual, ground transportation, activity and offsite requests as liaison on client behalf
• Oversee all technical requirements including website registration, mobile apps and surveys as required per program goals
• Reconcile event costs and process check requests, credit card transactions, and other payments as needed
• Work with internal contacts to follow up with approvals needed with contracts/requisitions
• Provide insight and recommendations into best practices for management of the CVENT reporting and data management tool
• This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, or efforts associated with the position

Benefits

• In addition to Medical, Dental, and Vision benefits Direct Travel/ATPI offers a Total Rewards Package which includes Retirement Plans, Wellness, Rewards and Recognition, Sustainability, DE&I initiatives, and Mental Health Support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level