Senior Manager: Conferences, Meetings, and Events

  • Senior-level, Full-time staff position
  • Posted on 26 February 2020

Job Description

RESPONSIBILITIES

Event Planning Operations

  • Develop, implement, and manage department activities, ensuring that quality and service levels are consistent with Institute standards.
  • Develop and implement administrative policies and procedures to facilitate effective event planning to achieve the department’s service-oriented objectives and to support the Institute’s mission.
  • Establish measures to achieve cost-effective improvements in operations.
  • Serve as the Protocol Officer for the Institute, to ensure all VIP events are carried out with decorum, proper etiquette and cross-cultural respect.
  • Foster an environment of cross-department communication and collaboration.
  • Coordinate requests for meeting space from both internal and external constituents in a systematic, structured and timely manner.
  • Maintain a master schedule of events and communicate on a regular basis to appropriate parties.
  • Ensure world-class client service, delivering on all logistical and programmatic details of their meetings and events.
  • Coordinate and facilitate BEO meetings with internal staff and ensure distribution meets timeliness standards.
  • Participate and oversee the continuous review of scheduled events and troubleshoot potential challenges/conflicts.
  • Serve as the point of contact with high profile and VIP groups to ensure excellent customer service.
  • Create mechanisms for customer feedback to ensure a culture of continuous improvement.

Team Leadership

  • Recruit, train, and develop staff to achieve team goals.
  • Provide continuous communication and coaching to staff and constructively resolve conflicts in a direct and timely manner.
  • Ensure outstanding professionalism in dealing with staff, clients, and vendors.

Sales & Marketing / Financial Management

  • Develop and implement a comprehensive marketing and communications plan for third party rentals.
  • Enhance and maintain existing client relationships to improve their experiences and generate repeat bookings.
  • Manage contract services including catering, furniture rentals, lighting, etc.

QUALIFICATIONS

  • Bachelor’s degree or equivalent experience in a related field is required.
  • Minimum of 10 years of experience in conference center and event planning management, including logistics, catering, presentation, customer service, marketing, and financial management.
  • Minimum of five years of supervisory experience.
  • CMP certification is a plus.
  • Protocol certification highly desirable.
  • Proficiency with Delphi highly desirable.
  • Demonstrated track record of outstanding leadership and impeccable customer service.
  • Demonstrated exceptional interpersonal skills with experience interacting and influencing at all levels of the organization.
  • Must have the ability to inspire and foster team commitment and trust, facilitate cooperation and motivate team members to accomplish team goals and personal best.
  • Must have excellent written and oral communication skills, including sound editing and proofreading abilities.
  • Outstanding project management skill with the ability to respond quickly to changing priorities and situations.
  • Self-motivated team player with a high level of enthusiasm and strong work ethic.
  • Some extended hours and weekends may be required.

Note: Applications will be accepted until the position is filled.

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