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Senior Manager, Special Events

1 month ago

Helena, United States Hilton Full time

***The location for this position is virtual/remote*** As a Senior Manager, Special Events, reporting to the Senior Director, Special Events, you will focus on developing the strategy and leading the project management and planning for internal Hilton conferences. You will work with Executive partners and business collaborators to understand conference objectives, requirements, fund allocation, and timelines to plan the scope of the conference and build the event strategy. You will lead all conference elements, including defining the conference objectives and narrative, and cross-collaborating with others to ensure all workstreams are defined and implemented. The Senior Manager will also suggest initiatives to reach the goals of the event for the business owners’ approval, and if approved will lead the planning and activation of those initiatives The types of events include Brand, Owner, Commercial, and Leadership Conferences. These events include large conferences of up to 10,000 people, Vendor Showcases/Trade Shows with multiple General Sessions, learning tracks, breakout sessions, off-site events, and meal functions. HOW YOU WILL MAKE AN IMPACT Your role is important and below are some of the fundamental job duties that make your work unique. What your day-to-day will be like: Develop the conference project plan and lead calls with Special Events Managers and other core team members to ensure conference tasks are documented and completed Develop agendas, and presentation decks via PowerPoint, and lead meetings with executives Lead management and tracking of tasks using established project management software (Monday.com) Prioritize and delegate work to vendors and project team members, while ensuring the allocation of resources How you will collaborate with others: Lead all event logistics with planning team, including scheduling the dates, housing (room blocks), breakouts, booths/tradeshows, shipping/receiving, staffing, supplies, transportation, sponsorships, Audio Visual, amenities, VIP/Executive logistics, speakers, event technology and others as assigned Lead RFP and RFQ processes with agencies, vendors, event venues, and hotels Lead the sourcing and contracting of hotel, convention center, DMC, agency partner, transportation, entertainment, speakers, booth vendors, and any other vendor partners Work with Hilton Supply Management and Hilton legal teams to implement sourcing and contracting Connect with the conference team and finance lead to manage the event funding, contracts, report expenditures, pay invoices, and reconcile event billing What deliverables you will take ownership of: Lead events from conception to execution. This includes participating in the tactical planning process for meetings and events Align with Hilton Travel and Entertainment (T&E) policy (or Strategic Meetings Management Programs SMMP policy) for event compliance, including legal, branding, procurement, and financial Formulate and distribute regular reports to update partners on all event elements, such as attendee registrations, work completed, work in progress, and upcoming timelines WHY YOU'LL BE A GREAT FIT You have these minimum qualifications: Seven (7) years of project management experience specifically in strategy, leading, planning and executing large-scale events and conferences (not including hotel event manager experience) Experience in directly managing/leading team members or partners Strong PowerPoint presentation development and Excel Travel - up to 50% Can lift and move heavy boxes during tradeshows and events and stand for long periods of time It would be useful if you have: BA/BS Bachelor’s Degree Experience presenting to senior-level executives Previous experience with budgeting and leading workstreams for large-scale events and conferences Previous experience working for an events production agency Project Management tools (e.g. Monday.com )

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