Project Manager for Meetings

4 weeks ago

Severna Park, United States Event Connections Group Full time

Position Opening: Senior Project Manager for Meetings & Incentives


Event Connections Group (ECG) is a high-end boutique events agency located in the Baltimore-Washington metropolitan area, which specializes in aligning their clients to the most appropriate resources for high-touch, results-focused events.  ECG specializes in travel incentive programs, customer events, sales and business meetings and high profile donor events. 


ECG is currently looking for an experienced Senior Project Manager with a proven ability to develop and deliver on executing meetings and travel incentive programs. Certified Meeting Professional (CMP) designation is required. This position requires an individual with a combination of strong interpersonal and oral communication skills, technology savviness, a high attention to detail, ability to prioritize, super organized and an ability to work collaboratively in a team-focused environment. Must be able to work in a fast-paced setting and have the ability to switch between programs and associated assigned responsibilities. 


Key Responsibilities:

Project Management

Lead multiple client programs managing all event logistics (25-700 attendees) including:

•      Budget 

•      Timeline 

•      Vendors

•      Hotel: rooming lists, room blocks, banquet event orders, audio visual requirements, room deliveries, arrival and departure procedures, registration/hospitality setup, onsite activities, pre-con meeting

•      DMC: ground transportation, offsite activities, décor and entertainment, local staff 

•      Air Travel: liaise with agency to secure flight manifests booked by agency

•      Printing and Creative: design, signage, and collateral production

•      Gifting: room gift/giveaway orders and international shipping

•       Client-facing video meetings

•      Develop agenda and meeting recap 

•      Create concept proposals/outlines 

•       Draft event specifications document for onsite event management

•       Post-program: reconcile all vendor bills, and finalize event budget and actual expenditure

•       Event debrief and analysis


Attendee Registration

Oversee a Junior Project Manager on the following program related deliverables/services:

•       Development, deployment and management of event website and registration platform 

•       Registration and data management to include:

-       Hotel room block management & hotel room list management

-       Creating emails and communications 

-       Oversee management of attendee inquiries & track changes

-       Management of attendee extension requests with client, hotel and air partner

-       Air block management and air reservation support in liaison with air partner

-       Generating Arrival & Departure Manifests 

-       Activity registration management: capacities, minimums and maximums

-       Provision of list and reports (registration, air, hotel, vendors, etc.)

•       Onsite registration preparations including print materials, welcome packets, giveaways, seating charts, staff binders and name badges.

•       Post-Program: Provision all final attendee registration reports, final air manifest, final activity manifests and reconcile associated vendor bills


Qualifications (computer & communication skills): 

  • Strong proficiency with Google Suite and Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint. 
  • Experience with Event Management Software. 
  • Experience with Mobile Event App creation and promotion. 


Education and/or Experience:

  • College degree is required.
  • Minimum 5 years’ experience in incentive/meeting industry.
  • CMP designation required.
  • Incentive travel program experience preferred.

Location:

  • In office work at our Severna Park, MD location is preferred but open to hybrid/remote.  

Travel Required:

  • Ability and willingness to travel up to 15% of time.
  • International Travel required.
  • During 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.


Applicant Notes:

  • Along with your complete resume, please send your salary requirements to jack@eventconnectionsgroup.com

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