Manager Meetings and Events

POSITION TITLE: Meeting and Events Manager  

TEAM: Membership Development & Marketing   

REPORTS TO: Director, Events

FLSA CLASSIFICATION: Exempt

Salary Range: $56,000-$60,000

POSITION SUMMARY:

The Meeting and Events Manager will lead all planning, implementation and management of an assigned portfolio of meetings, events and programs including, but not limited to team and VIP lunches and dinners, networking, recognition, and prospecting events, , education sessions, and other GCP/COSE events as assigned. This individual will work in conjunction with the marketing, revenue and events team to provide member value and to utilize meetings and convenings as a means of delivering on our strategic plan. 

ESSENTIAL FUNCTIONS:

Event Management

• Act as the day-to-day project manager for all assigned meetings and events to ensure high-quality events/programs that meet or exceed revenue/budgetary goals within the established time frames.
• Manage vendor relations, venue selection and contractual obligations.
• Work with internal clients on event day logistics (catering, AV, registration/nametags, signage, volunteer management, all outside/contracted vendors, etc.).
• Provide day-of support for both on and off-site events.
• Manage meeting and event registration intake, changes and website coordination as it relates to event registration. Maintain the integrity of the registration database, generate necessary reports, including data analysis, registration figures and percentages, nametags and rosters, etc. and coordinate all correspondence such as confirmation reports and emails, follow-up information, invoices, etc.
• Work in partnership with Events and Marketing teams to support large scale GCP events. 
• Work in collaboration with GCP Executive Assistance to source and secure venues and vendors for events, to support C-Suite specific programming, meetings or convenings, and provide other meeting or event support as needed.
• Organize site visits and identify appropriate event venues based on event needs and in alignment with program budgets.  
• Work in collaboration with sponsorship team to ensure proper recognition of and engagement with sponsors at events.
• Use input from surveys, evaluations, first-hand feedback and market intelligence to improve existing COSE/GCP events/programs
• Schedule and lead event planning meetings with internal team members, as needed, to ensure alignment, monitor progress, and keep event planning efforts on track leading up to each event or meeting.
• Assist with event execution for other events managed by the events team, including gathering materials and printing nametags.
• Offer suggestions to other team members and colleagues for items not managed by the events team (for example, internal team retreats, EA recommendations, etc.)
• Other job duties as assigned.

EXPERIENCE AND EDUCATION

• 2 years of related work experience preferred
•  Bachelor’s degree in hospitality, marketing, communications or related field preferred

REQUIRED SKILLS:

• Long-term and short-term planning skills
• Experience managing events from small to large scale
• Strong, demonstrated written and verbal communication skills
• Customer service/account executive mindset and proven experience
• Ability to manage multiple clients and multiple projects, prioritizing workload as needed
• Ability to manage external resources
• Strong technology skills including high proficiency in Microsoft Office Programs including: Word, Excel, and Outlook,
• Experience working with a customer relationship management system a plus
• Comfort using artificial intelligence (AI)–enabled tools to support productivity, analysis, communication, and decision-making, with appropriate judgment and adherence to responsible use guidelines.

PHYSICAL REQUIREMENTS:

• May be required to work more than 8 hours during a workday
• Sitting and standing for long periods of time
• Ability to lift, carry, set up, and transport event materials and equipment, including signage, registration materials, name badge printers, boxes, and other event supplies
• Limited travel/driving required
• Significant manual dexterity for keying in data for long periods of time

SCHEDULING REQUIREMENTS:

• Available during standard business hours of 8:30 a.m. – 5:00 p.m., Monday – Friday.
• Must work core in office hours from 9:00 a.m. – 3:30 p.m. for coverage and collaboration.
• Flexibility for occasional off-hours work to support events and other business needs.
• Ability to work in the office a minimum of four (4) days (Monday through Thursday) with the option to work remotely on Friday with manager approval.