Event Manager

The Event Manager coordinates and executes group meetings conventions congresses trade shows training sessions hospitality suites and corporate events. This role supports clients and internal teams by managing venue sourcing contracting housing registration attendee communications budgets onsite delivery and post-event reconciliation.

• Coordinate logistical arrangements for meetings conventions congresses trade shows training sessions hospitality suites and corporate events.
• Serve as the liaison among clients suppliers venues housing partners attendees and internal stakeholders throughout the event lifecycle.
• Consult with clients and planning teams to define attendance projections housing requirements meeting space food and beverage audiovisual travel registration badging and payment arrangements.
• Lead compliant venue research site selection and contracting processes including negotiation of hotel guest room blocks meeting space lodging and related services within approved budgets.
• Research evaluate establish and maintain productive relationships with preferred vendors and other event partners.
• Prepare Statements of Work formal estimates cost models budgets and purchase order requests for approved services and items.
• Maintain event budgets and approved changes through pre-planning execution and post-event reconciliation; track program spend and prepare management reports.
• Coordinate registration and payment procedures invitations promotional communications sponsorship activities and correspondence with attendees speakers sponsors and exhibitors using platforms such as Cvent.
• Coordinate with convention management organizations housing bureaus hotels and other partners to secure and manage multi-room housing blocks registration and badge requirements meeting space and support services.
• Prepare Banquet Event Order information and coordinate food and beverage audiovisual event publications syllabus materials travel lodging and participant expenses.
• Oversee attendee communications convention information documents final housing reports registration reports and regular client status reporting.
• Work directly with registrants to resolve inquiries and issues related to registration housing payments and event participation.
• Manage client-requested changes communicate revised plans and key dates and ensure established guidelines business rules processes policies and procedures are followed.
• Staff events and oversee onsite registration housing badging meeting space and attendee support delivery; travel to selected meetings as required.
• Oversee housing payment processes including hotel master billing company credit card payments and coordination of direct client payments.
• Review and reconcile event invoices receipts and credit card statements; approve payments within assigned authority and record financial information accurately and promptly in company systems.
• Inspect rooms meeting spaces and displays for alignment with program requirements; coordinate special functions and address service concerns to promote client and attendee goodwill.
• Manage multiple meetings and events simultaneously including high-profile congress programs while meeting established and immovable deadlines.
• Collaborate with internal stakeholders to support client team and organizational objectives and participate in continuous improvement efforts.
• Perform other duties as assigned consistent with the role.

• Level of autonomy: Exercises independent judgment within defined client requirements approved budgets contracts business rules and established company processes.
• Decision-making authority: Makes recommendations and day-to-day operational decisions related to venue and supplier selection event logistics attendee services budget tracking and issue resolution within assigned authority.
• Impact: Directly influences event quality attendee experience client satisfaction supplier performance financial accuracy compliance and the successful delivery of multiple concurrent programs.

• Reports to: Designated Meetings & Event Services leader.
• Direct reports: None.
• People responsibilities: Coordinates work through supplier partners and internal contributors and may provide onsite direction to event staff without direct people-management responsibility.

• Education: Bachelors degree from a four-year college or university or an equivalent combination of education and relevant experience.
• Experience: At least 2 years of similar experience successfully executing meetings events projects programs and/or training initiatives.
• Proficiency with event registration software including Cvent and Microsoft Office applications including Excel Word PowerPoint and Outlook.
• Ability to read and interpret business publications professional journals technical procedures and applicable government regulations.
• Ability to prepare reports proposals quotations business correspondence and procedure manuals and to present information effectively to clients customers managers and other stakeholders.
• Ability to apply percentages ratios proportions basic statistical concepts and other practical mathematical concepts to budgets and event operations.
• Ability to define problems collect and analyze information establish facts draw valid conclusions and interpret technical instructions presented in written mathematical or diagram form.
• Strong communication client service organization attention to detail project coordination documentation and follow-through skills.
• Ability to prioritize manage multiple meetings simultaneously and perform effectively under severe time constraints and immovable deadlines.
• Customer-centric collaborative adaptable open-minded solutions-oriented and comfortable working in an entrepreneurial and independent environment.
• Strong relationship-building skills sound business judgment and the ability to establish rapport with existing and prospective clients.

• Experience with trade shows conventions congress planning housing bureaus and high-profile congress meetings.
• Experience in event marketing or a creative solutions-based agency environment.
• Additional certifications or specialized knowledge relevant to meetings and event management.

• Work may be performed in an office remote hybrid venue hotel convention center or other event environment based on business and client needs.
• Requires travel to selected meetings and events.
• May require evenings weekends extended hours and flexibility during peak planning and onsite periods.

• Ability to sit stand walk and work onsite for extended periods as required by the program.
• Ability to inspect event spaces and perform essential job functions with or without reasonable accommodation.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.
• For Canadian positions accommodations will be provided up to undue hardship in accordance with applicable human rights legislation.

• This job description reflects the essential functions and responsibilities of the role and is not intended to be an exhaustive list of all duties. Responsibilities and requirements may change based on business needs.

This position is classified as Exempt / Non-Exempt under the Fair Labor Standards Act (FLSA) and is eligible for overtime pay in accordance with applicable law if classified as Non-Exempt.