Business Meetings Specialist

2 weeks ago

McKinney, Texas, United States Globe Life Full time

JOB SUMMARY

The Corporate Events Coordinator is essential to the travel division, overseeing the planning and execution of incentive trips, corporate meetings, and training sessions. Strong interpersonal skills and adaptability in a dynamic environment are crucial for success. This position requires travel up to 50% of the time to support senior personnel in delivering significant events both nationally and internationally. The coordinator will independently manage small to mid-sized events from inception to completion.

PRIMARY DUTIES & RESPONSIBILITIES

· Develop a comprehensive project timeline; create a workflow schedule with vendors to ensure timely and precise management of all program elements.

· Employ Cvent software to oversee the program from the initial contract meeting to the final billing process.

· Negotiate additional hotel accommodations, destination management services, airfare, and all third-party agreements. Monitor attrition dates, cancellation policies, and ensure all contracted services are fulfilled.

· Facilitate communication between marketing teams and meeting stakeholders regarding registration and application requirements for assigned programs.

· Organize and participate in site inspections as necessary.

· Compile all program details and generate a detailed itinerary or working agenda that outlines all specifics and requirements.

· Conduct program debriefs with meeting stakeholders when needed.

· Collaborate with the accounting department to finalize billing, reviewing all charges prior to reconciliation.

· Maintain precise records, system entries, and comprehensive file management for all meeting documentation.

· Assess program effectiveness and re-evaluate objectives and outcomes; strategize for ongoing improvement.

· Work closely with designated teams to communicate registration and travel needs, conduct status meetings, and ensure continuous updates throughout the program.

· Capable of assisting with events of varying complexity, including those requiring high confidentiality and international coordination.

· Oversee the overall program budget, auditing all related expenses for accuracy. Report financial updates to the VP of Corporate Travel and communicate any changes consistently.

· Maintain a proactive and positive communication channel with clients to ensure clarity of expectations and satisfaction.

· Collaborate with third-party vendors to coordinate their services effectively.

· Cultivate strong relationships with multiple contacts within both the company and supplier organizations.

· Ensure accurate forecasting for meetings.

· Execute onsite management and ownership of meetings.

KNOWLEDGE, SKILLS, & ABILITIES

· Menu Planning

· Budget Management

· Proficiency in Cvent

· Forecasting Skills

· Onsite Meeting Management

· Strong attention to detail and ability to meet deadlines.

· Flexibility and adaptability to change.

· Strong analytical capabilities.

· Intermediate proficiency in Microsoft Word and Excel.

· Willingness to travel up to 40%.

· Transportation Management Skills

· Project Management Expertise

· Self-motivated and proactive.

· Ability to manage multiple tasks and complete projects within set timelines.

EDUCATION & WORK EXPERIENCE REQUIRED

· Bachelor's Degree or equivalent experience.

· CMP certification is a plus.

· Previous planning experience is advantageous.

· Experience in onsite meeting execution.

· Familiarity with the RFP process.

· Skills in Contract Negotiation.

· Experience in Transportation Management.

· Knowledge of Event Registration processes.

· Proficiency in Cvent.

· Experience in Menu Planning.

· Budgeting Skills.

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