Meeting Event Manager II - Maritz Travel

Maritz Inc. - Atlanta, GA3.6

Full-time
Top meeting planners, sales operations and procurement teams at Fortune 100 companies trust Maritz Travel as their event management services partner. We’re here to help deliver business meetings and incentive travel programs that make an impact with customers, employees and stakeholders.

Unlike other event management companies, we take a science-based approach to corporate event management. We use the latest findings from neuroscience researchers to design and execute events that transform businesses and people. We focus on individual business objectives that drive business results and improve engagement with customers, employees and channel partners.

But it's our team that really sets us apart. The drive behind our power is our team's passion. We aren't just passionate about corporate event management. We're also passionate about our team and our culture. A great work culture doesn't happen by accident. Guided by our Signature Core Value - First, Take Good Care of Each Other - the Maritz Travel culture has been consciously designed to connect every single one of our people to the purpose and beliefs that we are working toward every day.

Summary
To function as primary client liaison and team leader for assigned programs and events. Manages the overall coordination and execution of an entire program/event from an operational perspective. Responsible for coordination of all planning from pre-sale stage to final billing, while providing unparalleled levels of customer service. Primary responsibility for client budget management and PCA (Project Change Acknowledgement) process in addition to forecasting all budget variations.
Scope

Manages 3-6 programs with between 1,000 -10,000 participants on an annual basis. The scope of this position is dependent upon assigned account/program.

Manages budgets annually totaling between $400K- $1M gross profit (GP).

Reporting and Working Relationships

Reports to Director, Operations or Sr. Travel Account Manager.

Manages external relationships with clients, DMCs (Destination Management Companies) and third party companies/suppliers. Regular interaction with internal departments including Sales, Creative, Event Registration Solutions, Supplier Relations, Sourcing, Event Accounting, Event Operations, and Guest Services.

Principle Responsibilities

30%

Completes Statement of Work (SOW) document to outline deliverables for assigned program/event. Completes overall project timeline and budget; establishes a work flow schedule with post-sale team to facilitate prompt and accurate handling of all details. Manages and negotiates hotel, destination management company (DMC), air and all third party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. Produces Web Request form. Coordinates and attends site inspections. Communicate registration and air needs. Completes Post Project Implementation Review (PIR) template and conducts PIR meetings. Develops PCA documentation. Facilitates working session with client and Maritz Global Events stakeholders. Gives clear direction to project team about the clients' needs, expectations, and business rules and objectives.

20%

Manages overall project financials through preparation of a project pro-forma; monitoring project expenses and budget; and participating in monthly financial reviews. Responsible for accurate program forecasting and updating business management systems with accurate financial information on a weekly basis. Manages overall program budget, communicates changes to Sales contact and client on a consistent basis as outlined in Project Plan. Responsible for negotiating savings, tracking and reporting. Initiates supplier payments, client invoices and project change orders. Manages positive net funding on assigned programs, and PCA process. Works with accounting to complete final bill. Reviews final billing prior to final invoicing to client. Manages assigned programs/events to meet or exceed specified target margins. Advises and consults Accounting in the financial closing process.

25%

Independently interfaces with day to day client contact. Works closely with client to ensure program objectives are executed. Maintains proactive, positive, open line of communication between client and Sales. Oversees project teams during the development, production, and quality assurance of deliverables in project management area. Authors and maintains standard process documentation for the project team and client. Updates and manages the timeline of deliverables for the project or change for the client, and monitors the project status. Conducts regularly scheduled status meetings from pre-launch through program operation, and ongoing programs, with client and Maritz Global Events stakeholders. Acts as team leader, communicates program requirements to team.

25%

Continues to serve as the main client contact point regarding operational issues, escalations, concerns and responses. Works with third party suppliers to arrange services provided by them. Manage VIP special projects and oversee VIP logistics. Participates in the development and creation of proposals and deliverables on renewal business as assigned. Provides expertise with regards to destination, hotel and Maritz Global Events services. Works in conjunction with Proposal Development on new business proposals. Executes sold program letter of agreement on renewal business. Develops initial budgets for assigned programs.

Qualifications

1. Bachelor degree or equivalent experience preferred.

2. Minimum 5+ years experience in large corporate meeting planning (1,000+ attendees) experience required. Experience planning meetings in the tech industry a plus. International hotel destination knowledge a plus.

3. Strong knowledge of program/event management and budget maintenance. Exposure to project planning/forecasting financial implications.

4. Prior successful experience in developing and maintaining key client and Sales relationships.

5. Professional oral presentation and writing skills required.

6. Prior experience in effectively handling multiple projects/demands.

7. Proven aptitude for technology and/or software solutions and analytical skills required.

8. Ability to travel 30% of time required.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-1650 or by sending an email to idisability.administrator@maritz.com .