Special Event Manager

2 weeks ago

McLean, United States Apex Systems Full time

Client: Top 10 Hospitality Company

Title: Special Events Finance Manager

Location: McLean, VA

Contract Duration: 12 months

Years of Experience Required: 4+ years of budget management experience, specifically in building budgets, tracking expenses, forecasting, reconciliation, accruals and reporting – related experience in the event industry preferred but not required.



Job Description:


What will I be doing?


As the Special Events Finance Manager, you will be responsible for managing the sourcing and contracting for our Client's large conferences (2-3/year) and the financial process for each of those conferences, including budget, forecasting, tracking of expenses to contracts/SOW’s, submitting invoices for payment, onboarding vendors to payment systems and budget reconciliation.



More specifically, you will:


  • Work with our Client Special Events Leadership, Supply Management and Legal team to source and contract hotels, venues, agencies and partners for company conferences.
  • Track all contract terms and conditions, work with coordinator to ensure final hotel contracts are entered into Salesforce, and file final contracts in designated shared folders.
  • Manage the event budget, track and report expenditures against contract payment schedules and budget allocations, process and ensure timely payment of invoices, process internal billing for attendees and internal partners, reconcile event billing and coordinate with Accounting and Special Events team for post-event accruals.
  • Review the current conference budget templates and processes for potential streamlined efficiencies. Work with the company Special Events team, agency partners and finance team to implement approved improvements.
  • Schedule and lead budget update calls with workstream lead and Special Events leadership, and ensure timely follow-up with next steps and notes
  • Prepare reports, graphs and related documentation for review with key stakeholders
  • Work with vendors, agencies and venues for timely budget and payment management
  • Raise any risks to Special Events Team Leadership
  • Maintain organized and proper storage of all documents and files
  • Manage workstream tasks using established project management software (Monday.com)



What are we looking for?


We are looking for an experienced and organized Budget Manager to perform planning, tracking, evaluation, design and implementation of a multi-million-dollar budget. We expect you to possess high analytical and mathematical skills and to be able to present complex financial data. A degree in Accounting or Finance is preferred.



We believe success in this role will demonstrate itself through the following attributes and skills:

  • Organized and meets deadlines with attention to detail and process as well as possesses planning skills
  • Analytical skills to solve problems optimally and creatively while maintaining a high level of flexibility, professionalism, and integrity



To fulfill this role successfully, you should demonstrate the following minimum qualifications:

  • 6+ years of budget management experience, specifically in building budgets, tracking expenses, forecasting, reconciliation, accruals and reporting – related experience in the event industry preferred but not required.
  • Experience in managing/tracking budgets of at least $15M
  • Proficient in MS Office and MS Teams, with advanced skillset in Excel

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