Jr Meeting Manager - NY Metro Area
Location:
New York , New York
Posted:
March 11, 2017
Reference:
920885299
We believe that driving positive business results goes hand in hand with the execution of strategic, inspirational and flawlessly planned events. The Junior Meeting Manager will have responsibility of strategic relationship management and execution of events and meetings. The Junior Meeting Manager will provide thought leadership and strategic direction at a solution and event level that drives client retention and successful business outcomes. The Junior Meeting Manager will function as lead on smaller programs as well as assisting Meeting Managers with aspects of larger, complex programs. This position will be tasked with presenting project deliverables to clients, conducting financial analyses in support of projects success, and may function as primary client liaison and lead for programs. May be responsible for coordination of all program execution from beginning to end including policy adherence, event registration, sourcing, contracting, negotiating, legal, risk, insurance, project management, planning, logistics, management of multiple 3rd parties as a positive representation of the client brand, all while providing unparalleled levels of customer service on all event programs. The ideal candidate has excellent communication skills, ability to make others feel at ease, has a strong grasp of business/social etiquette and is a self-starter with project management, meetings management and client management experience. Up to 10% travel required.

*Candidate must reside in NY area for ability to report into client's Manhattan office up to 3X per week
ROLES & RESPONSIBILITIES
  • Completes project timelines; establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details
  • May manage and negotiate hotel needs, destination management company (DMC), ground transportation and other third party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed.
  • Communicates between technology support and clients for web and mobile app requirements on assigned programs, as appropriate
  • Works with creative team to produce program materials as needed
  • Coordinates and may attend site inspections as needed
  • Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements
  • May go onsite to support client programs
  • Conducts program debrief with client and provides full briefing report post each event
  • Works with accounting to complete final bill, reviews final billing prior to final invoicing to client
  • Maintains accurate records, system input, and complete file management as outlined in client policies and procedures
  • Evaluates program impact and reassesses objectives and outcomes; plan for continuous improvement
  • Partners with designated team to communicate registration and air needs, status meetings and continuous communication throughout program
  • Identifies, develops, and ensures implementation of SOP's and standard practices and process improvements
  • Outlines strategy and communication plan for client and internal presentation purposes
  • Responsible for working within the designated meeting technology tool and may be asked to make recommendations about tool/process enhancements

FINANCIAL MANAGEMENT:
  • Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed
  • Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis.
  • Manages all budget financials in designated program management system
  • May initiate and reconcile supplier payments
  • Works with leader to forecast overall program financials and ensure monthly tracking for actual

MISCELLANEOUS RESPONSIBILITIES:
  • Works on special projects as assigned by leadership
  • May require travel to destinations domestically, in support of client site inspections and/or program operations
  • Keep abreast of industry standards and trends related to responsibilities
  • Develop and maintain key client and supplier relationships
  • Develop and maintain knowledge of technology and/or software solutions
  • Handling multiple projects/demands effectively
  • Embraces the Growth Mindset way of thinking and management including:
    • Seeking out and welcoming demanding tasks and taking calculated risks
    • Use setbacks and mistakes as learning opportunities
    • Value hard work and effort to continuously improve
    • Seek out constructive feedback
    • Motivated by the achievements of peers
    • Embrace setting stretch goals
    • Keep an open mind and embrace thinking in new directions
    • Collaboration and teamwork is integral
Qualifications:
  • At least 2-4 years of past meeting planning skills are required
  • Bachelor's Degree strongly preferred
  • CMP a bonus
  • Experience working with domestic and international venues a plus
  • Expertise in food, wine, travel and hospitality services
  • Experience in planning high-end dinners/events at top venues with knowledge of leading venues/restaurants, chefs and sommeliers
  • Strong relationship with hoteliers a plus
  • Ability to communicate effectively and professionally with all levels of management and clients
  • Appearance needs to always be neat and professional
  • Understanding of current business and social etiquette
  • Ability to work accurately and timely - in order to meet deadlines
  • Ability to be flexible and handle change well
  • Analytical skills required
  • Microsoft Word and Excel experience - Intermediate level
  • Experience with meeting industry technology a plus
  • Advanced oral and written presentation skills required
  • Ability to travel by airplane, boat, rail and/or car both domestically and internationally
#LI-KZ1

Location
United States>New York>Virtual Location

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