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Supervisor

Cwt Lambertville, MI
$103k-131k (estimate)
Full Time | Transportation 2 Months Ago

Supervisor

- (220001SR)


CWT Meetings & Events
is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.


We’re a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations, and those of our clients.


Position overview

CWT M&E is seeking individuals with a passion for providing amazing experiences. If you are an enthusiastic event planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.


The Meetings and Events Supervisor will serve as the primary client liaison and project lead for meetings and events with varying degrees of complexity, as assigned by the Operations Manager. This position will be responsible for overseeing/managing a team of Meeting Planners, overall project management, from the early pre-planning stages through final billing and operational execution and will be responsible for managing various meetings and events at any given time. Project management work will include, but will not be limited to, creating and leading logistics and production teams, project budget creation and reconciliation, collaborating with internal associates and external partners, managing project timelines, and contract negotiations either in collaboration with a sourcing specialist or on their own. Manages and balances various meetings and events simultaneously of varying size, scope, and complexity.



This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. We are looking for an experienced, rock star, events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs.


Position Description

  • Operations

    • Leads day to day operations for a team of meeting planners responsible for the delivery of pharmaceutical events.

    • Monitor the day-to-day operations of meeting planners, ensure their accountability, and produce relevant metrics including, but not limited to:

      • a) program/event standard delivery process and tracking

      • b) financial and contract management

      • c) logistics of invitation/registration, risk management, communication cadence and onsite services

      • d) front line performance metrics

      • e) SLA monitoring Coordinates and facilitates basic management approaches for work scheduling, prioritizing, and process execution for day-to-day work

    • Answer day to day operational questions related to standard processes, client specific process/format questions, escalations
    • Maintains communication with internal departments project managers and department managers to ensure awareness of program progress, key changes, and gaps in delivery with enough time to develop strategies to address any issues.
    • Drives change and employee engagement through effective communications
    • Ensure team's adherence to SLAs and metrics
    • Drive Talent Management/HR processes including but not limited to performance reviews, development and training needs, performance improvement, and disciplinary actions.
    • Uses data to monitor team performance and trends, creates action plans as necessary to ensure sustained performance
    • Continually identify and recommend process improvement for efficiency and productivity gain
    • Implement and support management with new and creative process improvements, identify opportunities for productivity and reduced costs, and ensure ongoing customer service
    • Ensure CWT technology is utilized including time tracking, program/event tracking
    • Conduct new employee training and new product integrations
    • Determines purpose of assigned meetings, obtains pertinent historical information related to program, and obtains pertinent historical information related to program.

  • Meeting/Event Planning Process

    • Identifies stakeholder needs, prepares program outlines (topics, content, speakers), designs program details to meet needs of participants, and identifies successful criteria for evaluation of meeting

    • Collaborates with sourcing specialists and/or client to determine appropriate geographical location and venue

    • Plans/creates agendas for site inspections

    • Plans, orders, and oversees technology requirements in conjunction with technology vendors or partners and should be comfortable with event technology and A/V to partner with technology experts

    • After objectives are identified and a project plan is created, manages a team of external suppliers that will deliver against these objectives

    • Responsible for delivering objectives within budget and ensuring project timeline is progressing, monitoring tasks and workload amongst team

    • Manages supplier partners and internal support areas to ensure quality and timely delivery of in-scope program elements

    • Provides feedback to all stakeholders through program summary and distribution of debrief notes for inclusion in account review

    • Conducts pre- and post-meeting briefings with suppliers and facility providers.

    • Supports colleagues and events throughout the department on a larger scale, working as project lead or as support on larger meetings and events


  • Financial & Contract Management

    • Develops budget for meeting which includes negotiating all vendor contracts independently related to a particular event

    • Identifies ancillary and/or cost savings opportunities

    • Manages assigned meetings and events according to established budget

    • Ensures completion of payment and/or billing processes in adherence to client-specific processes

    • Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.

    • Responsible for group reporting requirements and capture of required information to ensure accuracy


  • Logistics

    • Establishes invitation/registration procedures

    • Assesses risk management to determine operational needs

    • Oversees and/or organizes attendee management and communications

    • Secures and communicates transportation/travel arrangements.

    • Determines setup for function rooms including seating and AV

    • Manages all food and beverage needs in support of program objectives

    • Prepares and reviews housing reports in a timely manner

    • Coordinates shipping of materials

    • Complies with event technology usage as required

    • Conducts regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and project teams

    • Arranges ancillary programs in conjunction with the meetings including pre/post meeting activities

    • Travels onsite for assigned programs acting as the meeting manager

    • Increases meeting and event industry/strategic meetings management knowledge by attending internal training, external events supplier presentations, and team meetings

    • Perform other duties as assigned

#LI-Remote


Qualifications


Position Requirements


  • Education: College diploma/degree in related field


  • Experience:

    • CMP or formal project management designation preferred

    • 3-5 years of team management experience

    • 5-7 years of event management experience with regional experience, diverse industry knowledge; hotel experience, destination management or relevant related field experience, including at least 2 years handling large and complex events

    • 2 or more years of vendor negotiation and management experience

    • Experience working with senior management-level clients

    • Advanced computer literacy, including proficiency with Microsoft Office Suite, strong familiarity with Cvent, Microsoft Teams


  • Knowledge, skills, and abilities (KSAs)

    • Ability to travel as needed (up to 50%)

    • Experience managing on site staff, shipping, and resources (may require some lifting)

    • Experience with performance management processes

    • Highly developed project management, leadership, and project management skills

    • Strong time management skills with ability to delegate as appropriate

    • Continually assess the project plan to ensure that the project will meet the objectives agreed to and established in the allotted time

    • Develop and maintain event-related relationships with stakeholders, with comfort and agility in communicating with senior management or C-suite level executives in an appropriate manner

    • Strong competency with project management procedures and electronic meeting management tools, and meeting and event industry news, trends, and best practices

    • Excellent oral/written communication skills to communicate internally and externally, as well as critical thinking skills, attention to detail, customer service, and negotiating skills

    • Ability to remain calm in stressful fast-paced situations, set priorities, multitask, work as a team player, and be self-motivated

    • Ability to process financial information

    • Excellent oral/written communication skills

    • Critical thinking

    • Knowledgeable of Meeting Management software: Cvent, Concur

    • Attention to detail

    • Customer service skills

    • Negotiation and management of project supplier agreements

    • Organizational skills

    • Facilitates collaborations with teammates to obtain support and knowledge

    • Anticipates issues and proactively propose solutions

    • Develops solid interpersonal relationships through strong communication and problem-solving skills

    • Foster diversity, be inclusive, think globally and drive engagement

    • Project management procedures

    • Travel industry knowledge preferred


  • Live and work by CWT values:

    • Leadership

    • Passion

    • Caring

    • Integrity


CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.


Primary Location
:
US-United States
Work from home
:
Yes
Employment type
:
Standard
Job Family
:
Meetings & Events
Scope
:
Country
Travel
:
Yes, 50 % of the Time
Shift
:
Day Job
Organization
:
Customer_Meetings & Events
Experience Level
:
5 to 7 years
Job Posting
:
Dec 2, 2022
As an Equal Opportunity Employer/Affirmative Action employer, the organization will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, veteran status, disability status, sexual orientation, gender identity or any other federal, state or local protected class

WEBSITE

mycwt.com

HEADQUARTERS

MILFORD, MI

SIZE

7,500 - 15,000

FOUNDED

1994

CEO

BECKY MCLAUCHLAN

REVENUE

$5M - $10M

INDUSTRY

Transportation

About Cwt

CWT is a Business-to-Business-for-Employees (B2B4E) travel management platform. Companies and governments rely on us to keep their people connected anywhere, anytime, anyhow and across six continents, we provide their employees with innovative technology and an efficient, safe and secure travel experience. Every single day, we look after enough travelers to fill more than 100,000 hotel rooms, while our meetings and events division handles more than 100 events every 24 hours.

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