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Primary client liaison and team lead for complex congress programs/events involving size, scope, sensitivity, or other critical factors. Responsible for coordinating program planning from pre-sale stage to final billing and execution of an entire travel program from an operational perspective. Responsible for client budget management including budget reconciliation and reporting. Responsible for forecasting program/event budgets and client variations. Develops initial costing and proposals as needed.

Scope  
The scope of this position is dependent upon assigned account/program. Will vary from client to client and program to program.  Manages program/event budgets.    

Reporting and Working Relationships  
Reports to Director or Manager level.    Manages external relationships with clients, DMCs (Destination Management Companies) and third-party companies/suppliers. Primary team leader for internal team. Regular interaction with internal departments including but not limited to: Sales, Creative, Registration, Supplier Relations, Sourcing, Accounting, and Operations.    

Primary Responsibilities  
50%  
Provides leadership to project team(s). Outlines deliverables for assigned program. Completes overall project timeline and budget; establishes a work flow schedule with post-sale team to facilitate prompt and accurate handling of all program/event details. Manages and negotiates hotel, destination management company (DMC), air and all third-party contracts. Monitors attrition dates, cancellation policies and ensures contracted services are executed. Coordinates all details and produces a program/event itinerary that outlines all specifics and requirements. Coordinates web requirements as directed by client with web team. Maintains thorough project documentation. Develops initial budgets for assigned programs.    

25%  
Manages overall project financials through preparation of a project pro-forma. Responsible for accurate program forecasting and updating business management systems with accurate financial information. Involved in labor transfers and analysis through life of program. Responsible for negotiating savings, tracking and reporting. Manages positive net funding on assigned programs. Works with accounting to complete final bill. Reviews final billing prior to final invoicing to client. Analyzes financial information and helps determine costing strategies. Serves as a mentor to MEMs in the areas of forecasting, costing and budgeting.    

25% 
Independently interfaces with day to day client contact. Maintains proactive, positive, open line of communication with client and Sales. Oversees project teams during the development, production, and quality assurance of deliverables in event management area. Authors and maintains standard process documentation for the project team and client. Conducts regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and Division stakeholders. Acts as team leader/mentor, communicates requirements to team. Participates in the periodic review of project performance to evaluate progress toward client objectives. Provides custom reporting, timelines, and documents as required by client.Manage VIP special projects and oversee VIP logistics. Acts as representative for Operations on special committees/projects as assigned.    

Qualifications  
1. Bachelor degree or equivalent experience in related field required. CMP (Certified Meeting Professional) Certification preferred.  
2. 5+ years of experience in meeting/event planning (including incentives, association, corporation) or hotel catering, convention, sales experience required. International hotel destination knowledge a plus.  
3. Experience with project planning/forecasting financial implications. Proven ability in developing cost sheets and implementing costing strategies, and to promote change and efficiencies within an organization. 
4. Strong knowledge of program/event management and budget maintenance.  
5. Prior successful experience in developing and maintaining key client and Sales relationships and in effectively handling multiple projects/demands.  
6. Professional oral presentation and writing skills required.  
7. Excellent computer skills, knowledge of Microsoft Office tools & ability to learn new technology quickly.  
8. Ability to travel 30% of time required.    

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. 

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