Project Manager, Meetings

1 week ago

New York, United States Madison Full time
Job DescriptionJob Description

Madison is currently recruiting an ambitious, dynamic, and entrepreneurial individual to join our New York based team as a Project Manager, Meetings & Incentives. The ideal candidate should be motivated and possess a strong planning background with excellent organizational, communication and problem-solving skills along with the ability to thrive in a fast-paced, fun work environment. A proven effectiveness in working with diverse participant groups, completing detailed assignments in the successful planning and implementation of meetings and events for our clients. The ability to multi-task, plan multiple programs and the ability to manage program deadlines is a must As Project Manager you will be involved in meetings and events of a variety of types and sizes, including but not limited to, National Meetings, Sales Meetings, Product Launches, Conferences, and Incentive Programs. This position offers an opportunity to interact with a wide variety of people, managing multiple projects simultaneously.

Detailed Responsibilities:

  • Accountable for comprehensive project management of various meetings and events for assigned clients from inception through completion.
  • Oversee management of overall project timeline
  • Establish personal rapport with client representatives as assigned to develop professional relationships and gain clear understanding of client needs and expectations.
  • Assist in preparing details for sourcing, destination research, budget, general program outline.
  • Negotiate and contract local vendors as needed, defining the scope of each meeting/event (e.g. ground transportation, entertainment, off-site recreational activities, and décor elements via direct vendors and/or preferred destination management companies) as well as addendums and concession requests to support successful events.
  • Manage (creating, tracking, reporting) budgets for each event while adhering to confirmed budgets, updating with revised information throughout the planning process.
  • Prepare and/or create program specifications (menus, setups, audio visual) to event locations.
  • Coordinate transportation arrangements for all participants in the most cost-effective and efficient manner inclusive of air travel and between airports and venues.
  • Manage relationships with vendors, hotel staff, and other partners to ensure delivery of services as defined by client requirements.
  • Facilitate the creative direction and fulfillment of program related communication materials.
  • Travel on-site and manage operations team serving as lead representative for suppliers and client.
  • Program management within Client Event Platform; managing status and associated data throughout program cycle.
  • Conduct post-event evaluations and reporting while ensuring data reconciliation is complete and accurate.
  • Responsible for full auditing and reconciliation of all invoices and presenting the client with accurate final bill.

Key Competencies:

  • Excellent interpersonal skills, with the ability to effectively communicate with and relate to all levels both within and outside the organization.
  • Detail oriented with proven initiative and follow-through.
  • Capability to recognize and address projects with a sense of urgency, ability to meet deadlines, and work with competing priorities.
  • Must be a team player.
  • Ability to work well under pressure, maintain enthusiasm, and high energy while meeting deadlines.
  • Proficiency in all Microsoft Office applications (e.g., Microsoft Excel, Microsoft Word, PowerPoint etc.)
  • Proven aptitude for technology and/or software solutions preferred but not required (e.g., Cvent, Mobile APP)
  • Strong accounting skills with a track record of budget management and full understanding of client financial requirements and deadline
  • Work within Project Management platforms and communication channels to ensure task and deadlines are met (e.g., SLACK; Monday.com)

Qualifications:

  • Certified Meetings Professional (CMP) certification strongly preferred.
  • Minimum of 5 years’ experience in planning corporate meetings & incentives
  • Minimum of 5 years’ experience in dedicated client management, outside vendors, sourcing and negotiating contract services
  • Prior operations experience in hospitality/travel industry or equivalent a plus
  • Ability to travel by airplane, boat, rail and/or car.
  • This position requires approximately 40% domestic/international travel with some weekends.
  • This position is fully remote.

Reports Directly to the Director of Travel Operations

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