Senior Meetings Manager | Logistics

Hybrid WFH in Fairfax, VA 22030 | Currently – 2 days in office – 3 days remote

SPARGO, Inc . is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

• Casual Work Environment
• 100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
• Available FSA or HSA account
• 100% Company paid Basic Term Life and AD&D Insurance
• 100% Company paid Long Term Disability Insurance
• AFLAC is Available
• 401(k) Plan
• Paid Sick and Vacation Leave

Summary:

This position assumes a strategic relationship with assigned clients and is responsible for managing the full life cycle of meeting planning for assigned meetings. The individual must be detail-oriented, proactive, and capable of working independently and as part of a team. Extensive organizational, project management, fiscal management, and communication skills are required. This position reports to the Associate Director, Meeting Logistics or Vice President, Strategic Meetings Management.

Essential Duties and Responsibilities (in order of importance):

1. Coordinate and execute all phases of meeting planning for assigned meetings ranging from 1,500 attendees to 7,500 attendees including but not limited to: issuing RFPs through contract negotiation; budget preparation, monitoring, and reconciliation; facility/venue and vendor management; gridding meeting space and coordinating space requests from staff and affiliates; reviewing/approving BEOs and resume/event plan from facility; managing general session run of show.
2. Communicate with clients, facilities, and vendors on a regular basis via email, conference calls and face to face meetings.
3. Create, manage, and adhere to detailed planning timelines.
4. Review and approve BEOs and resume/event plan from convention centers and/or hotels.
5. Manage housing accommodations (in some instances) to include preparing subblock(s), monitoring room block performance on a weekly basis, preparing weekly pick-up reports, submitting rooming list, and assigning concessions and comps.
6. Collaborate internally with other SPARGO departments, i.e., registration, housing, and exhibit sales/operations, to successfully execute full-service client meetings.
7. Travel on behalf of SPARGO as required for site visits and onsite execution of meetings.
8. Remain current and knowledgeable about the meetings industry through participation in industry association (PCMA, ASAE, MPI), attendance at industry events, and participating in programs eligible for continuing education credits.
9. Maintain historical files for all assigned meetings including final budget recap, function book, and post-show notes.
10. Perform duties as assigned.

Qualifications (computer & communication skills, training, certification, etc.):

1. Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Experience with databases (Access preferred) is helpful.
2. Excellent interpersonal, organizational/project management, and communication skills are essential with a focus on the ability to work independently; the capacity to handle competing tasks in a fast-paced environment; the aptitude to effectively monitor and report on deliverables; and the ability to remain positive and productive in demanding situations.
3. Diligent work habits and continual attention to detail in composing, editing, and proofing materials, establishing priorities and meeting deadlines. Superior business writing skills, excellent judgement, and professional discretion with information is required.
4. Demonstrated tact and diplomacy skills with the ability to interact and communicate effectively with individuals at all levels, both internally and externally with clients and vendors.
5. Highly skilled at conflict resolution, problem solving, and tactfully providing recommendations and advice to assigned clients.
6. Team player with the ability to collaborate effectively with others, share ideas, and assist other department members on projects as needed.

Education and/or Experience:

1. BA or BS degree desired or equivalent experience.
2. CMP certification or the ability to sit for the CMP exam within 12 months.
3. Minimum 5 years’ direct work experience in planning, negotiating, coordinating, and executing association and corporate meetings for up to 7,500 attendees.
4. Direct work experience planning multiple meetings per year, simultaneously.
5. Experience working with associations preferred.
6. Strong business acumen, financial management and negotiation skills.
7. Ability to develop and maintain relationships with clients and industry contacts.

Travel Required: Approximately 35%. During site visits and the onsite execution of meetings, early morning, and evening hours as well as weekends may be required. During high volume planning periods, longer hours may be required.

FLSA Status: Exempt