MEET ETHOS

ETHOS Event Collective is elevating event management to a new level. Leveraging technology, research, measurement and destination expertise, programs are designed to spark engagement that generates ROI for clients and opportunity for the destination. Through a robust service menu that compliments DMC services and successfully accomplishes client goals, we hope to inspire others to join us in our purpose— building strong connections with the clients and communities we serve. ETHOS provides award winning meeting and event services in Amelia Island, Chicago, Grand Cayman, Las Vegas, Miami, Monterey Caramel, Napa Sonoma, Naples, Orlando, Palm Beach, San Francisco, and Savannah.

PURPOSE OF POSITION

ETHOS Experience Design Managers ae the creative hub behind program development and design. These team members support Business Development in the management and development of purposeful proposal content and contract generation, supplier outreach and management, and community engagement. This team is responsible for the accuracy and timely submission of creative and strategic offerings in proposals and subsequent contracts of client and hotel partner services.

KNOWLEDGE, APTITUDES AND PROPENSITIES

• DMC experience is REQUIRED.
• Basic to intermediate comprehension of the full Microsoft suite of applications is required. (Outlook, Excel, PowerPoint, Teams, SharePoint, OneDrive, Word).
• Proven ability to work in a fast-paced environment and manage multiple projects.
• Ability to prioritize tasks based on revenue potential.
• Desire to contribute significantly to growth of the business and community.
• Ensure that all company policies are followed and that company objectives, marketing goals, sales goals, and customer satisfaction survey scores are met.
• Excellent communication skills, written and verbal.
• Strong creative writing skills.
• Excellent organizational skills and attention to detail.
• Great strategic planning and thinking abilities.
• Knowledge of destination offerings, willingness to self-learn, desire to stay ahead of industry trends and market changes.
• Eagerness to research, collaborate and strategize with a team and individually.
• Strong desire to network and create industry connections for the department and the company.
• Outstanding analytical and problem-solving abilities.
• Proficiency in client relations, proposal writing, detailed budget management, event design, contract management, and vendor relations.
• Willingness and flexibility to work evenings and weekend hours as business needs dictate.
• Willingness and flexibility to travel regionally to support tariff and team development and training.

EQUIPMENT AND APPLICATIONS

• Computer, phone, copiers, smart phones, tablets and other standard office equipment
• High level of proficiency in Microsoft Office software, diagramming software and sales management software

DAILY IMPACT AND DUTIES

This career path has recurring work but involves high degrees of discretion. The need for accuracy and effective utilization of resources is high. Errors in judgment will waste resources and adversely impact company performance.

Client Proposals and Contracts :

• Participate in lead qualification and develop creative program strategies with a focus on community development and client goals.
• Generate proposals contracts, addendums, invoices and financial summaries for client programs.
• Receive and review RFP’s, prioritize each request based on current business levels and revenue opportunity.
• Collaborate and strategize with Business Development to generate creative content and pricing for client proposals according to pre-determined deadlines that accurately reflects the services requested.
• Research, write, organize, procure and cost information in a professional and credible and timely manner.
• Ongoing client interaction and support in the office and on-site when needed.
• Identify creative solutions to availability, pricing, capacity and weather issues.
• Coordinate with hotels and venues on delivery details, function space diagrams, menus and event inclusions.
• Complete client file checklist and necessary duties, and initiate an internal operations introduction meeting.
• Act as a liaison with operations during final program development and fulfillment.
• Maintain accurate reporting in the CRM as necessary to file development.
• Up sell additional services and/or products and incorporate community giveback opportunities where possible.

Site Inspections and Pre-Cons:

• Coordinate itineraries, meal functions, transportation and staffing for site inspections.
• Coordinate and manage supplier visits and appointments for site inspections.
• Participate in site inspections as required by sales/customers.
• Experience Design Managers may be asked to participate in hotel FAMs and projects and other industry events.
• Work on-site at events and hotel pre-cons– duties may include managing transportation, meet and greet service at airport, décor and entertainment set-up, food and beverage set-up, and audience control; always representing ETHOS in a positive light, according to the company handbook and dress code.
• Procure, package and deliver locally made or sourced client gifts and amenities.

Supplier Management and Budgeting:

• Regularly update team on new community offerings, venues, services and destinations we serve
• Contact and confirm vendor and supplier services/products with accurate pricing within the assigned time frame; incorporate into costing; then provide accurate pricing for all services provided.
• Follow all accounting guidelines for invoices, internal and client financials, vendor payments and expense reports.
• Booking and releasing of tentative holds for venues, vendors, and activities for proposals being generated.
• Develop and maintain positive, strong, effective working relationships with industry partners.
• Set up and attend supplier visits.
• Research, site, report back on and recommend new and innovative vendors, venues and products/services offered.
• Attend relevant industry networking