Congress Meeting Event Coordinator

Primary Responsibilities

50% - Establishes a work flow schedule with client and suppliers to facilitate prompt and accurate handling of all program details. Utilizes business program management system to manage program. Manages any additional hotel needs, destination management company (DMC), air and all third party contracts. Communicates between Information Technology support and clients with respect to web requirements on assigned programs. Coordinates all program details and produces a program itinerary / working agenda that outlines all program specifics and requirements. Works with accounting to complete final bill, reviews final billing prior to final invoicing to client. Maintains accurate records, system input, and complete file management as outlined in Maritz Global Events and client policies and procedures.

25% - Responsible for accurate program forecasting and updating business management systems with accurate financial information. Manages overall program budget, reviews and audits all program related billing for accuracy. Tracks and reports expenses to clients and communicates changes to them on a consistent basis. May initiate and reconcile supplier payments.

25% - Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction. Acts as lead, communicates program requirements to team as needed. Conducts regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. May be requested to manage VIP special projects and oversee VIP logistics. Share negotiation expertise and examples with team to drive cost savings achievement. Provides custom reporting, timelines, and documents as required by client.

OTHER: Works on special projects as assigned by the Director or Operations Manager or Project Account Manager. May require travel to destinations worldwide (Ability to travel by airplane, boat, rail and/or car), in support of client site inspections and/or program operations. There is an inherent risk associated with all travel, often as a result of extraordinary circumstances. Therefore, during an emergency, it is your duty to provide the necessary guidance and leadership, and to promote the safety of the client, travel participants and other Maritz employees by implementing or supporting prescribed crisis procedures. Keep abreast of industry standards and trends related to responsibilities.

Qualifications

1. College degree or equivalent experience and five years experience in event or meeting management required. Pharmaceutical meeting planning experience desired.

2. Domestic destination knowledge required, international destination knowledge a plus.

3. Prior successful experience in developing and maintaining key client and supplier relationships.

4. Proven aptitude for technology and/or software solutions and analytical skills required. Experience with Cvent desired.

5. Ability to travel 30% required.

6. Strong knowledge of program/event management and budget maintenance.

7. Prior experience in effectively handling multiple projects/demands.

8. CMP designation a plus.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, 401k, tuition reimbursement, paid time off, and more! Part-time employees may qualify for medical, 401k, and paid time off depending on total hours worked. View all details at .

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire. No calls or agencies please.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0335 or by sending an email to .