BCD Travel Meeting Program Manager in Cleveland, Ohio
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Meeting Program Manager
Job Summary: Responsible for the development, planning and overall operational execution of meetings, conferences, conventions, incentive travel programs, and/or special events for customers. The Meeting Planner/Program Manager works on a variety of programs simultaneously and serves as the day-to-day planning contact for each respective client. The Planner handles each program start to finish.
This position allows 1 - 2 days a week work from home option.
Job Specific Essential Duties and Responsibilities: - Plan and manage complex meetings, conferences, and/or conventions that include multiple hotels/venues, audiences and agendas. - Work with the Meeting Host to develop and coordinate components of meetings, including but not limited to: initial discussions, sourcing, contracting, registration and room block management, menu planning & meeting setup and detailing and off-site activity sourcing & booking. - Manage and utilize an internal and client version program timeline. Meet deadlines accordingly. - Facilitate the creative direction and overall development timeline of program/registration web sites, proofread, present and gain client approval. - Negotiate and purchase ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors, as needed. - Manage day-to-day internal and client version program budgets (when applicable). - Negotiated with vendors to increase program profitability over original priced program proposal. - Facilitate the creative direction and fulfillment of program related participant and host communication materials, including, but not limited to save the dates, registration announcements, room gifts, including and participant name badges. - Coordinate and execute client VIP/Host Special Needs during planning and program execution (when applicable). - Develop and conduct client site inspections and follow up with site inspection notes, revised estimated budget, program itinerary and program timeline (when applicable). - Devise on-site program operations based on specific role and responsibility, scope of program and continuity with respective client. Direct budget allocation and logistics. - Track and manage hotel and vendor attrition, cancellation and deposit schedules as well as reconcile final invoices & receipts at Program completion. - Travel on-site as directed and serve as lead representative for suppliers and client. - Conduct internal pre-program briefings and debriefings, including client briefing and debriefings (when required).
Transferable Skills: - Ability to manage and engage complex and diverse audiences from executive management to non-exempt employees in order to drive results. - Ability to respond to change in a positive manner and be flexible in a changing environment and workload. - Ability to lead - setting direction, developing teamwork and collaboration, and achieving results through others, including teammates and Meeting Sponsors. - Ability to work with and manage all personality types. - Excellent oral and written communication skills. - Effective organizational and time management skills, with a strong ability to manage multiple complex projects and timetables. Follow-through and quick response times to vendors and Meeting Sponsors is a must. - Knowledge of communications strategies and client consulting to develop tactical plans to accomplish strategic goals. - Capability of thinking innovatively, strategically and conceptually. - Capability of problem solving - anticipating, initiating and resolving customer or vendor issues. - Ability to identify customer needs and respond creatively listening to information, asking probing questions, applying knowledge and determining solutions. - Competency to manage client relationships - establishing, developing and maintaining client trust and loyalty overtime and through changes. - Ability to negotiate pricing and concessions. - Ability to work well under pressure and adapt to ever-changing scenarios. - Ability to delegate with respect. - Ability to initiate new ideas. - Ability to handle multiple details. - Accept responsibility for projects, team and self.
Minimum Qualifications: - Bachelor's degree preferred. - Minimum of four (4) years experience in coordinating and/or planning incentives, conventions, conferences and/or special events. - Minimum of four (4) years experience managing outside vendors, sourcing and negotiating contract services. - Full proficiency in word processing and Microsoft Office applications. - Familiar with Cvent Tool preferred. - Familiarity with Lotus Notes (client email software) preferred. - First-hand experience of domestic group meetings. - Successfully planned and operated a minimum of two (2) complex logistic, 500+ participant travel/meeting programs.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled