Junior Project Manager for Meetings

4 weeks ago

Severna Park, United States Event Connections Group Full time

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 searching for an experienced Junior Project Manager to join our team and support our Senior Project Managers primarily managing the registration process for multiple events ranging from 50-700+ attendees. This position requires an individual who has attention to detail, is organized and is a self-starter.

Key Responsibilities:

Hotel Room Block Management:

All hotel contractual commitments

Attrition (must be knowledgeable about all attrition calculations and timelines)

Room block management to include assignments, extension nights and rooms outside of contracted block

  • Management of attendee extension requests with client, hotel and air partner
  • Confers with hotel on inventory requests and/or addendums
  • Pickup by night and by room category
  • Create and submit rooming list in required format
  • Review air travel A&D manifests and align travel dates with hotel room list
  • Communicates with project team daily
  • Post-program: provision all final room list and reconcile rooms billing including penalties, comp rooms, etc.

Attendee Registration Management

  • Develop event registration website within the platform
  • Report generation to include quality control processes
  • Attendee communication - excellent written and oral skills
  • Client-facing with attendees daily via email, phone, and video during regular business hours of Monday-Friday 9AM 5PM ET and respond to attendees within 24 hours.
  • Tracking all attendee inquiries
  • Qualify attendee data and maintain registration database with continual updates/changes
  • Handle issues and challenges in professional and courteous manner
  • Management of attendee extension requests with client, hotel and air partner
  • Air travel coordination with air partner for A&D manifests
  • Activity registration: capacities, minimums and maximums, waitlist
  • Buy-in tracking and financial reporting management within registration platform
  • Develop event mobile app within the platform
  • Report creation for all onsite registration materials including pre-trip mailers, onsite print materials, welcome packets, giveaways, seating charts, staff binders and name badges, etc.
  • Post-program: provision all final attendee registration reports/manifests/mobile app survey results

Event Management Support

Support Senior Project Managers with various planning and research requests to include:

  • Program timeline
  • Print materials preparation/production with vendors to include:
  • Name badges
  • Registration packet
  • Pre-trip mailer
  • Executive materials

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.
  • Knowledgeable with Hotel Room Blocks, Hotel Contracts and Group Function Space.

Education and/or Experience:

  • College degree is required.
  • Minimum 2-3 years experience in incentive/meeting industry.

Location:

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

Travel Required:

  • Ability and willingness to travel up to 5% of time.
  • International Travel may be required.
  • During high volume planning periods, longer hours as well as weekends may be required.
  • During the onsite execution of meetings, early morning, and evening hours as well as weekends may be required.

Applicant Notes:

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

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