Senior Meetings Manager

Spargo Inc

2d•Hybrid

About The Position

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars. As a Senior Meetings Manager at SPARGO, you will take ownership of assigned client accounts and lead strategic, full-lifecycle meeting planning for large-scale events (1,500–5,000 attendees) as well as smaller meetings for niche subject matter experts (200-500 attendees). The ideal candidate is a proactive leader who excels at client engagement, operating within a team, and executing tasks independently. You will build lasting client relationships, drive cross-functional collaboration, and deliver stellar events that exceed expectations.

Requirements

5+ years of direct experience planning corporate or association meetings (1,500–5,000 attendees)
Proven track record leading client-facing teams and managing strategic accounts
Exceptional interpersonal, negotiation, and presentation skills; comfortable leading high-level client meetings
Proficient in Microsoft Office suite
BA/BS or equivalent professional experience

Nice To Haves

Experience with project management tools (e.g., Smartsheet) and event databases (e.g., CVENT, Access) a plus
CMP certification preferred or ability to obtain within 12 months
Prior experience managing meetings or events internationally is a plus

Responsibilities

Serve as primary client liaison, leading regular status meetings
Develop and maintain strategic relationships with client staff and event vendors, understanding the client’s goals and translating them into event deliverables
Provide expert guidance on meeting design, best practices, and industry trends
Anticipate client needs, address challenges, and offer proactive solutions
Manage multiple meetings simultaneously, demonstrating strong organization and attention to detail
Make critical decisions autonomously, escalating issues when necessary
Collaborate seamlessly with internal department colleagues to accomplish tasks and avoid functional silos
Supervise direct report, if applicable, providing clear delegation of tasks, training, and mentorship
Work closely with account managers in adjacent departments, including registration, housing, and exhibits
Foster open communication and transparency, sharing insights, challenges, and successes to cultivate a supportive, collaborative culture
Create and manage comprehensive project timelines, ensuring milestones and deliverables align with client expectations
Lead all planning phases: budget development and monitoring, RFP issuance through contract negotiation, facility/venue and vendor management, onsite delivery, and post-event recap and reconciliation
Coordinate internally with other SPARGO departments, i.e., registration, housing, and exhibit sales/operations to successfully execute full-service client meetings
Manage housing (in some instances) to include preparing subblock(s) and weekly pick-up reports, assigning concessions and comps, and submitting rooming list
Perform other duties as assigned
Prepare and issue speaker invites, notification emails, and logistical email templates
Collect presentations, scripts, headshots, bios, release forms, travel details, etc. and follow up with speakers as needed on missing materials
Greet speakers/presenters onsite and work with AV team as needed on uploading PPTs
Issue any post-event communications e.g., thank yous and reimbursement instructions
Represent SPARGO on-site during events, ensuring seamless execution and client satisfaction
Travel up to 35% annually, including early mornings, evenings, and occasional weekends