Senior Event Manager

3 weeks ago


Chicago, Illinois, United States Blue Cross Blue Shield companies Full time
Job Description Summary

The Senior Consultant, Events is responsible for the management of conferences and events at Blue Cross Blue Shield Association, including timelines, finances, stakeholders, contracts, and event technology for internal, external, hybrid, and virtual meetings.

The role will collaborate with internal stakeholders, manage the RFP process, negotiate contracts, plan, and execute logistics, facilitate agenda development, and manage budgets.

ResponsibilitiesConference & Event Management:
  • Serve as the main point of contact to the content business area for assigned programs
  • Create and maintain the roles & responsibilities, project plan, financials, staffing plan, event specs, and all other aspects for assigned programs
  • Manage vendor relationships, including contract negotiation, preferred rates, and post-event evaluations and close-out
  • Manage day-to-day activities for the assigned programs, including vendor management, professional services, contracts, and communications to the project teams
  • Utilize Cvent to manage RFP creation, review, and awarding of a location
  • Lead weekly program-specific team meetings with the internal team and the business area teams
  • Coordinate registration website set-up and review and evaluate relevant technology for current and future needs
  • Create and manage marketing messages, including website copy, promotional emails, survey copy, and any onsite communications
  • Speaker management, including acquisition, contracting, presentation review, and day-of management
  • Onsite logistics management, including main point of contact for onsite activation, overall specs, F&B, A/V, attendee flow, session/break/meal timing, and all other details for assigned programs
  • Close-out of program, including survey reports, executive summary, scorecards, certificate distribution, and financial review
  • Collaborate with sponsorship team to integrate sponsorship when appropriate
  • Create and maintain databases and contact lists related to assigned programs
  • Serve as main point of contact for internal partners, including Legal, Communications, and Corporate Travel, on issues related to event planning, execution, and follow-up
Research and Education:
  • Research relevant industry information to present findings and make recommendations for BCBSA in meeting procedures that incorporate changing best practices and the current environment
  • Ensure that conference and event planning follows practices and protocols identified and described by the BCBSA corporate DEI initiatives

Required Education, Certifications, and Experience:

  • Bachelor's Degree
  • 8+ years in a meeting management role overseeing large and/or complex meetings and conferences
  • Experience with project management, including budget oversight
  • Deep experience with contract negotiations
  • Established relationships in the meetings industry with strong knowledge of first-tier cities in the US
  • Experience with virtual and hybrid meeting planning and execution
  • Experience managing stakeholder expectations at all levels

Microsoft Office proficiency, including Word, PowerPoint, Excel, and Outlook

Comfortable with new software applications and ability to learn new products quickly

Strong organization skills with ability to prioritize responsibilities

Strong time management capabilities

Fluidity to pivot as needed; change is inevitable

Strong communication capabilities

Ability to work both independently and as part of a team

Strong contract negotiation skills

Ability to think on your feet and make quick strategic decisions in the face of chaos

Critical thinking skills

Ability and comfort in making informed recommendations to leadership and other stakeholders

Preferred Education, Certifications, and Experience:

  • 10+ years in a meeting management role overseeing large and/or complex meetings and conferences
  • Proficient knowledge of virtual and hybrid meeting needs
  • Knowledge of the health care industry in general and knowledge of/experience with the Blues system
  • CMP - Certified Meeting Professional
  • FAHM - Fellowship, Academy of Healthcare Management
  • CMM - Certification in Meeting Management
  • VEMM - Certification in Virtual Event Meeting Management

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