Global Meetings Executive

As an Event Manager, you will oversee the execution of meetings and events from concept proposal to onsite delivery.

This role requires high touch and outstanding customer service skills, with 10-30% travel onsite to manage suppliers. Effective communication is essential for educating clients in Australia and New Zealand about our services.

• Client Management: Oversee stakeholder engagement and relationship development with clients.
• Educate key stakeholders to increase volume of meeting services for clients within Australia and New Zealand.

• Sourcing:
  • Schedule and run kick-off calls with clients and necessary resources to obtain meeting details.
  • Consult with clients during venue research to ensure strategic and targeted searches meet client requirements.
  • Understand and effectively communicate internal policies to clients.
  • Make appropriate suggestions to ensure meeting success.
  • Ability to follow client sourcing process.
  • Create initial budgets for client approval.
  • Initiate e-RFPs to collect availability and pricing for meetings.
  • Present availability to clients with targeted recommendations.
  • Block space and release unneeded space on a timely basis.
  • Manage contracting process, including use of Client Addendums and effective negotiating of contract T&Cs.
  • Focus on cost savings initiatives; track and document cost savings.
  • Coordinate site inspections with suppliers, clients, and other resources.
  • Manage cancellations as necessary; monitor cancellation penalties for rebook opportunities.
  • Develop and maintain relationships with clients to ensure repeat satisfaction.
  • Offer creative solutions and recommendations to elevate attendee experience.
  • Vendor Relations:
    • Utilize strategic partners for quality of service, minimization of risk, and maximum pricing advantage.
    • Operate in an ethical manner with vendors, in accordance with established standards.
    • Develop strong relationships with all vendors, particularly designated NSOs.
    • Negotiate and execute supplier contracts for best possible prices and concessions.
    • Follow RFP guidelines for vendors.
    • Maintain positive supplier relationships.
    • Keep abreast of new destination options and well-priced seasonal offerings.
    • Escalate vendor challenges to leadership.
    • Participate in supplier presentations, as scheduled.
    • Planning:
      • Provide consultative approach to program planning, ensuring clear objectives for outcomes.
      • Manage day-to-day program budgets to stay within pre-approved spend.
      • Manage program timelines and meet deadlines accordingly.
      • Facilitate creative direction and overall development timeline of program websites.
      • Negotiate and purchase ancillary contracts via preferred supplier partners.
      • Monitor supplier service levels and address issues professionally.
      • Devise on-site program operations staff recommendations.
      • Track and manage hotel and supplier attrition, cancellations, and deposits.
      • Prepare program-related Payment Request Forms.
      • Coordinate and execute Client VIP special needs during planning and program execution.
      • Prepare documents for seamless turnover and onsite execution.
      • Travel onsite 10-30% as directed and serve as lead representative for suppliers and clients.
      • Conduct internal and Client debriefings as needed.
      • Reconcile final billing.
      • Attendee Management:
        • Manage day-to-day customer service by answering attendee questions.
        • Update attendee personal information in meeting technology.
        • Troubleshoot registration issues and answer client questions.
        • Provide ongoing reporting to measure acceptance and decline rates.
        • Manage room blocks to ensure registration does not exceed availability.
        • Ensure arrival/departure manifests are accurate and communicated to ground suppliers.
        • Work with assigned air agents to ensure attendee flight information is accurate.
        • Finalize quality control of event reports to ensure accuracy and completeness.
        • Manage and deliver necessary reports to clients, supplier partners, and onsite travel staff.
        • Data Integrity:
          • Maintain data in meeting technology tool to ensure data quality throughout sourcing, planning, and final billing processes.
          • Other:
            • This job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities required for this position. The employee may be asked to perform other duties and responsibilities as necessary.