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.
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.
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
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
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
Education: College diploma/degree in related field
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
Knowledgeable of Meeting Management software: Cvent, Concur
Attention to detail
Customer service skills
Negotiation and management of project supplier agreements
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:
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.
7,500 - 15,000
$5M - $10M
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.