M&E Event Planner

Full Job Description

M&E Event Planner

6 months Contract with possible extension

100% onsite at the client location, Alpharetta, GA

2 rounds of interview process via video zoom.

Position may require travel to domestic and international locations up to 30%. Potential site inspections and onsite execution of the event.

Function as primary client liaison and lead for assigned programs. Manage meetings and events through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with multiple clients. Responsible for coordination of program planning from post contract execution to final billing. Work closely with client contact to understand and meet program objectives/outcomes.

Requirements:Qualifications:

5+ years experience.

Certified Meeting Planner designation highly preferred.

Passport required at the time of resume submission. Do not need to show proof, but ensure they have it.

4-year degree preferred.

Strong sourcing background for party suppliers

Ability to communicate effectively and professionally with all levels of management and clients.

Ability to work accurately and timely to meet deadlines.

Ability to be flexible and handle change well.

Required experience with meeting industry technology - (CVENT)

Advanced oral and written presentation skills required.

Ability to travel by airplane, boat, rail and/or car.

Roles & Responsibilities

PROCESS MANAGEMENT:

Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.

Utilize business program management system to manage program from contract turn-over meeting to final bill completion.

Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.

Communicate between Information Technology support and clients for web requirements on assigned programs.

Work with creative team to produce program materials.

Coordinate and possibly attend site inspections as needed.

Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.

May conduct program debrief with client.

Work with accounting to complete final bill, review final billing prior to final invoicing to client.

Maintain accurate records, system input, and complete file management as outlined in Client GBT M&E and client policies and procedures.

Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.

Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.

Source/Contract 3rd party suppliers.

LEADERSHIP AND RELATIONSHIP MANAGEMENT:

Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.

Work closely with support departments to exceed client requirements and objectives.

Partner with third party suppliers to arrange their services.

Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. Ensure program objectives are executed.

May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives.

Develop strong relationships with multiple contacts within client and supplier organizations.

Review processes and offer solutions/additions as needed.

FINANCIAL MANAGEMENT:

Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.

Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.

May initiate and reconcile supplier payments.

Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.

Monitor foreign exchange rates for sharp fluctuations which may impact the budget.

MISCELLANEOUS RESPONSIBILITIES:

Work on special projects as assigned by the Director or Operations Manager.

May require travel to destinations worldwide 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 M&E technology and/or software solutions.

Handle multiple projects/demands effectively.

Position may require travel to domestic and international locations up to 30%. Potential site inspections and onsite execution of the event.