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The opportunity

This position is responsible to support the SMM (Strategic Meetings Management) program through the coordination and execution of large-scale internal and client events in both live and virtual settings. This individual is responsible for consultation for the appropriate meeting platforms, project management, sourcing, contract negotiations, budget management, registration, and all other various meeting logistics. Work with meeting sponsors to understand the business needs and provide value-based solutions. Contribute to the overall brand value, quantitative value and compliance of the greater GTME group through data integrity.

Your key responsibilities

• 
  Consult with meeting sponsor and/or requester to understand logistical requirements of the event and recommend appropriate meeting platform (live or virtual)
• Develop the most cost-effective and sustainable meeting plans to fulfill the requirements of the meeting sponsor utilizing preferred vendors, negotiating contract pricing and terms and conditions and bundling multiple events to obtain better pricing and mitigate risk to the firm
• Adhere to Global M&E and region-specific policies including compliance and out of governance
• Actively promote the overall objectives of the Global Travel, Meetings & Events team by supporting our overall
• strategy and initiatives
• Support the savings target for Travel, Meetings & Events. This includes quantitative savings as well as brand value.
• Support the firm’s sustainability efforts.
• Identify innovative ideas to improve operational excellence
• Manage the pre-approved budget throughout the event lifecycle
• Liase with key stakeholder and technology support when using our preferred attendee management tool, Cvent
• Coordinate with other internal resource groups to execute event
• Prepare specifications and run of show schedules for event logistics
• Responsible for the smooth running of the event; anticipating any problems/issues and putting in place measures and solutions before they occur
• Responsible for the day of production of the event
• Act as the main point of contact for all suppliers and ensure they provide the agreed contractual terms and level of service
• Take overall responsibility for the delegation and direction of the support teams, adjusting planning where necessary
• Audit and reconcile supplier invoices; Maintain accurate and current information in Cvent tracking system and centralized document repository in timely manner
• Lead and contribute to GTME initiatives and projects. May serve as a project manager as needed
• May work in-person events as needed
• Able to work as part of a team and understand the impact of actions on the overall team as well as to be able to work independently with moderate to high risk decision making with minimal guidance
• Using M&ES Guidelines and Procedures, make recommendations to internal clients regarding location and logistics to large meetings
• Anticipate client’s questions and is prepared when dealing with clients

Skills and attributes for success

• 
  Strong customer service focus with excellent written and verbal communication skills
• Strong executive presence with the ability to communicate, challenge and persuade stakeholders at all levels. High level of attention to detail
• Excellent time management skills in order to manage multiple events and projects at one time while prioritizing other daily work
• Timely and accurate data input and document management
• Strong knowledge of the marketplace and industry trends
• Well versed in existing and new virtual technology platforms and the ability to consult with stakeholders on best technologies to meet the business needs
• Project management of virtual and hybrid events
• Knowledge of meeting industry software, including web registration applications, such as Cvent. A calm demeanor with a passion for event delivery and an ambitious nature
• Strong work initiative and the ability to adapt to new challenges and ideas

To qualify for the role you must have

• 
  Experience managing projects
• Proficient MS Office skills, with competency in the use of Excel and PowerPoint
• Bachelor’s degree or equivalent work experience.
• Approximately 5-7 years of related experience
• Certified Meeting Professional certification is helpful but not required

Ideally, you’ll also have

• 
  Virtual and hybrid event execution with various platforms and tools
• Understand meeting production elements
• Experience managing high-level, multi-day, multi-session events
• Experience with other event technology such as onsite apps and registration tools

What we look for

Highly motivated and agile individuals with excellent problem-solving skills and the ability to manage shifting priorities in a rapidly changing industry. An effective communicator, you’ll be a confident team player who collaborates with people from diverse teams while looking to develop your career in a dynamic organization

• Continuous learning: You’ll develop the mindset and skills to navigate whatever comes next.
• Success as defined by you: We’ll provide the tools and flexibility, so you can make a meaningful impact, your way.
• Transformative leadership: We’ll give you the insights, coaching and confidence to be the leader the world needs.
• Diverse and inclusive culture: You’ll be embraced for who you are and empowered to use your voice to help others find theirs.