Program Manager

2 weeks ago

Schaumburg, Illinois, United States Direct Travel Full time

Program Manager - Meetings & Events - Remote

Embark on the next step in your career journey with Direct Travel


The Experienced Meeting Planner or Program Manager (PM) is responsible for managing and leading the client, program planning, program execution, building client relationships, managing client financials, and Creative Group cash flow, engaging suppliers with client priorities, and bringing creative solutions to our clients.

This position may be fully remote or in-office. Office Locations are Appleton, WI., Schaumburg, IL., Emeryville, CA

Expedition Expectations

Client:

  • Functions as the main client contact and works diligently to develop a strong relationship; and manages clients
  • Offers client dynamic experiences using the i|xperience methodology; leads client by providing workable and creative solutions
  • Consults with client to determine goals, needs, objectives, and expectations of the program
  • Remains current and knowledgeable about the industry to provide the client with creative and compelling concepts
  • Understands client/group idiosyncrasies and adapts Creative Group services, accordingly; in the case a client's request does not fit in the company's service offerings, consults with the Design & Innovations and/or the Account Executive
  • Schedules and facilitates client planning and debrief meetings to evaluate program results
  • Is accountable for successful program outcome

Program Operations:

  • Collaborates with appropriate team members in internal kickoff, following program turnover from presales to operations
  • Executes overall strategy and choreography of meetings and events
  • Leads clients and other team members on operational site inspections
  • Negotiates and manages supplier contracts, including deposits, attrition, concessions, guarantees, room blocks, and master accounts in conjunction with internal team members
  • Manages and works with hotel and supplier staff to exceed customer expectations. Provides best pricing, options, and program objectives. Maintains logístical accountability of meetings. Acts as liaison between customer, hotel, and all suppliers
  • Creates and communicates all program specifications and program details and approve event orders
  • Oversees design, marketing concepts and promotional campaigns, copywriting, and budget specific to the program in conjunction with the Project Manager
  • Sends appropriate postprogram correspondence to all stakeholders

Financial Management and Insights:

  • Manages client budget with a focus for client cost savings while maximizing revenue opportunities
  • Understands and monitors estimated labor hours for team to maximize profit
  • Manages costsavings, reconciliation, and invoicing

Leadership:

  • Provides confident leadership for the client, planning team, and company through all actions and to be able to successfully execute programs
  • Establishes, communicates, and monitors all timelines and budget parameters
  • Mentors Project Managers on an ongoing basis
  • Works with all internal departments (as applicable per program) for the successful execution of the program, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
  • Is responsible for onsite program execution and direction of travel staff. Implements contingency plans as needed onsite. Troubleshoots and solves onsite problems seamlessly
  • Is responsible for identifying and sharing best practices and process improvements companywide
  • Gathers, shares, and applies learnings for continuous process improvement

Perform other duties as assigned.

Working Conditions

  • Ability and willingness to work extended workdays and possible weekends
  • Accessible during acceptable working hours identified per project/program
  • Travel expectations potential of 30% or more of time annually
  • Frequent use of a computer and other office equipment
  • Ability to lift 20 lbs.
  • Frequent sitting, standing, and walking

Passport to Success

  • Bachelor's Degree in Business, Hospitality, Event Planning or a combination of education and work and experience is required
  • Minimum of 4 years of experience in the Hospitality and/or group/individual performance industry, with at least 3 years of meeting planning experience
  • Proficiency in Microsoft Word, Excel, and PowerPoint
  • Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
  • Certification in Meeting Planner (CMP) is a plus

Going the Extra Mile

  • Be able to behave in a manner that reflects our organization's Vision and Core Beliefs
  • Possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work crossfunctionally and develop strong, and healthy internal and external relationships through highly responsive, transparent, and consultative actions
  • Possess selfawareness to understand their own str

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