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Account Specialist, Event Solutions

3 months ago

Arlington, United States IMN Solutions Full time

IMN Solutions is a fast-growing Association & Event Management Company. The Account Specialist, Event Operations will represent IMN Solutions and support the management of a portfolio of accounts. The Account Specialist, Event Operations will work directly with the IMN Event Operations team, IMN clients, and industry suppliers ensuring all client needs are met and expectations are exceeded. The Account Specialist, Event Solutions plays a critical role in the internal management of IMN client accounts. The Specialist reports to the VP, Events Solutions Division and will support the Events Solutions Division 100%. Core job responsibilities require strong computer skills, elevated knowledge of excel spreadsheets, professional customer service, organizational skills, ability to task switch, proactive and creative thinking, and the ability to learn quickly in a fast-paced environment.

Event Operations

  • The Account Specialist, Event Operations will serve on project teams to successfully execute in-person, virtual, and hybrid conferences. Responsibilities include, but are not limited to:
    • Assist with conference and event logistics; pre, on-site, and post, in-person and virtual.
    • Assist Account leads with aspects of the event planning process (Function form creation, Audio/Visual needs, transportation, off-site activities, etc.).
    • Assist with the creation of meeting specs by obtaining updated menus, capacity charts, current partner contact information, etc.
    • Assist with any sponsor and exhibitor deliverables (i.e. getting quotes for tote bags, lanyards, signage, etc.).
    • Assist with creating staff schedules with the direction of Account leads.
  • Manage all administrative duties and details associated with the event.
  • Follow IMN Event Solutions SOPs.
  • Assist with setting up direct billing for hotels and vendors, when necessary.
  • Follow up with vendors for final invoices.
  • Assist team with building documents that support all client conferences such as playbooks, staff schedules, planning checklists, etc.
  • The Specialist will build meeting specifications and vendor RFP's based on client requirements and history. RFP's are discussed and approved by the Account lead before final submission.
  • Manage vendor RFP responses and create option reports based on proposals received.
  • Handle supplier inquiries on proposal status and follow up on bids with vendors to ensure a quick response for the client.
  • Work with destinations and hotels to arrange site visits for clients. Create site visit itinerary to be shared with client, CVB, and hotels, when applicable.
  • Support Account lead with light contract negotiations, when needed.
  • Share and assist with management of Meetings calendar.
  • Assist with volunteer management and conference registration management
  • Performs other related duties as assigned.

Client Services

  • Responsible for understanding the established SOP's for IMN client accounts and working knowledge of client service agreements.
  • Deliver exceptional customer service.
  • Work directly with client and/or hotels to resolve issues, as needed.
  • Maintain consistent internal and external communication during all stages of meetings and events.

Database & Internal Support

  • Create and maintain necessary documents in IMN programs such as Smartsheet and Sharepoint.
  • Support IMN Events Solutions team as a team player.
  • Ensure assigned account data is entered into IMN Database in a timely and efficient manner.
  • Create and maintain electronic client account folders.
  • Work in a highly collaborative team environment.
  • Provide backup support when Account leads are not available.

Requirements

  • Bachelor's Degree preferred.
  • 1-2 Years of administrative work experience (Meetings and/or Hospitality Industry) preferred.
  • Proficient in Microsoft Office (Word, Excel, Outlook, etc.); Adobe Acrobat, database management, Knowledge in Cvent, eventPower, SmartSheet, and HubSpot a plus, but not required.
  • Customer Service experience; Strong communication skills; Detailed Oriented; Task Switching; Prioritization Skills.
  • Expert time management skills.
  • Excellent adherence to deadlines.
  • Interpersonal and team work skills are essential.
  • Ability to work independently and collaboratively cross team.
  • Must embrace and embody IMN's Core Values, listed below.
  • Minimal travel required (3-4 times per year).
  • Salary Range: $50,000, maximum $60,000 with the right experience, plus the potential to earn an annual bonus, after the first full year of employment.

Physical Requirements
  • Must be able to stand and walk for long periods of time during events.
  • Must be able to lift up to 25 pounds at times.
  • Must be able to work a variety of hours in order to accommodate events.

IMN Core Values

  • Act with Accountability: We hold ourselves and our clients to the highest standards of professionalism, taking ownership of our actions and decisions, and always striving for excellence.
  • Embrace Evolution: We proactively seek and offer feedback to improve ourselves, our team, our processes, and all we touch.
  • Invoke Innovation: We leverage our curiosity and expertise to deliver results-driven solutions to our clients.
  • Amplify Adaptability. We champion flexibility by perpetually evaluating and modifying our strategies to meet the unique needs of our clients.
  • Inspire Integrity: We lead with honesty, transparency, and respect to cultivate a safe and inclusive culture, both internally and with our clients.