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Specialist, Events and Travel

3 months ago

Irving, United States Pacific Dental Services Full time

Now is the time to join Pacific Dental Services. You will have opportunities to learn new skills from our team of experienced professionals. If you're ready to take your career to the next level and gain valuable experience, apply today

As support to the primary point of contact for National Support Center events, the Specialist, Events and Travel will be responsible for organizing travel for all events and working with departments on the pre-planning and coordination of the support center activities and events. The Specialist, Events and Travel may also be asked to assist, on an ad-hoc basis, with collaborating on and organizing regional events.

Responsibilities

  • Lead all aspects of travel services including management of reporting pertaining to expenses/travel.
  • Completes all travel arrangements for international and domestic travel, including accommodation of special requests and problem triage resolution.
  • Negotiates contracts with airlines to secure the best rates for PDS.
  • Manages the travel system and triages system issues. Ensures traveler profiles are accurate and maintained.
  • Coordinates with Finance team to ensure expense reports and invoices are appropriately processed.
  • During events supervises volunteer staff and vendors. Responsible for making decisions during the events in relation to addition A/V, F&B and staff overtime as necessary to have a successful event.
  • Develops strategies and manages resources including materials, people, food & beverage to support events at local and national levels. Collaborates to support events at the regional level.
  • Consults with internal clients to establish an event's strategic direction and execute goals such as event themes, locations and agendas.
  • Conducts cost-benefit analysis and makes recommendations for resource management.
  • Develops and executes plans for efficient task performance management which includes generating a project schedule. Identifies inefficiencies and makes recommendations.
  • Oversees budget for catering and supply orders for events including identifying cost savings.
  • Manages logistics for events to ensure flow of events is maintained in a timely manner. Leads project teams for national events.
  • Secures and negotiates contracts for all vendors, including hotel, catering and AV for onsite and offsite PDS events.
  • Assist in creating work plans, timelines and budgets for events.
  • Composes and implements policies for event planning best practices.
  • Manages and places catering and supply orders for events, responsible for adhering to budget and has financial responsibility of expenses tied to events.
  • Create and manage event registration sites with Cvent.
  • Maintain strong internal and external communications with all event/project stakeholders.
  • Other duties as assigned by Management.
Required
  • Bachelor's degree from an accredited college; in lieu of degree minimum 4+ years of experience in event coordination and planning.
  • 2+ years' related experience with conference and/or event planning.
  • Valid Class C Driver's License.
  • Strong proficiency with Microsoft Office programs such as PowerPoint, Word and Excel.
  • Flexibility to work early mornings, evenings and weekends as necessary.
Preferred
  • Prior experience in project management.
  • Knowledge of various digital communication tools in a multi-faceted media environment.
Knowledge/Skills/Abilities
  • Excellent organizational skills in planning, managing, influencing, creating successful outcomes, and working collaboratively.
  • Identify and solve problems in a timely and efficient manner by gathering and analyzing information skillfully.
  • Adapt to changes, delays, unexpected situations, and effectively manage competing demands.
  • Ability to maintain composure and professional behavior under stress of high stake assignments.
  • Ability to multi-task effectively without compromising the quality of the work.
  • Excellent interpersonal, oral and written communication skills.
  • Detail oriented, organized, process focused, problem solver, proactive, ambitious, customer service focused.
  • Ability to draw conclusions and make independent decisions with limited information.
  • Ability to respond to common inquiries from customers, staff, regulatory agencies, vendors, and other members of the business community.
  • Self-motivated, reliable individual capable of working independently as well as part of a team.


Pacific Dental Services is an Equal Opportunity Employer. We celebrate diversity and are united in our mission to create healthier and happier team members.

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