Sr. Meeting & Event Specialist

Job Description

 

Applied Systems, Inc., a worldwide leader in insurance technology, is currently searching for a Sr. Meeting & Event Specialist to join our Event Department.  The Event department handles all sourcing, procurement, and planning for internal and external company meetings and plays a key role in managing logistics, special events, meeting specifications, and catering for Applied’s annual user conference.  The ideal candidate will have a strong background in venue coordination, logistics planning, vendor management, and client relations, ensuring seamless event execution. 

 

What You’ll Do

 

• Work closely with the Sr. Director and team on the coordination of all aspects of conferences, meetings, and other events including pre-planning, onsite execution, and post-event wrap-up 
• Process RFPs in Cvent, monitor bids and prepare reporting for stakeholders 
• Develop detailed event timelines, floor plans, and logistics schedules. 
• Negotiate hotel and vendor contracts   
• Manage vendors for all aspects of meetings and events (housing, catering, AV, setup and design, transportation, security, etc.) 
• Collaborate with Sr. Director and contribute ideas for effective and efficient execution of deliverables 
• Conduct pre-event and post-event meetings with stakeholders to ensure seamless execution 
• Troubleshoot and resolve last-minute challenges in a fast-paced environment.  
• Assume planning responsibilities for multiple meetings simultaneously 
• Assist in financial management including budget creation, monitoring revenue/expense performance throughout the planning process to ensure cost control 
• Develop and maintain strong relationships within the hospitality industry including hotel NSO’s and GSO’s.  
• Attend industry events for growth, development, networking, and relationship building 
• Site visits will be required for larger, high-level, and customer facing meetings and events 

 

What You’ll Need to Succeed

  

We’re looking for the following: 

• Ability to work remotely or from an Applied Systems office
• The ability to travel up to 20%, both domestic and international, and work overtime as needed to attend events and meetings (may include weekends) 

Your experience should include some or all of the following: 

• Demonstrated experience, 5-7 years, in meeting and event sourcing, contract negotiation, planning, and all logistics and management required for execution of meetings and events 
• Experience with logistics for large scale, or city-wide conferences, and preferably convention centers  
• The ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines 
• Strong analytical and problem-solving skills 
• Demonstrated ability to coordinate several projects simultaneously 
• Strong written and oral communication skills 
• The ability to adapt to crisis situations, changing procedures, methods or processes coordination 
• Strong project management skills required 
• The ability to work both independently and in a team-oriented, collaborative environment 
• Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 

 

What You’ll Gain 

 

Benefits from Day One 

• Health insurance plans, dental, and vision
• Wellness incentives
• 401(k) and/or RRSP retirement savings plans with employer match

Work-Life Balance 

• Competitive paid vacation time and a free day for your birthday
• Personal/sick time
• Paid holidays
• Flex Time
• Paid parental leave (U.S. candidates)
• Volunteer time off

Empowering Career Growth and Success – We invest in talent, care about our people and are empowered by the results of our work. We grow our teams from within and give our employees opportunities to advance. 

 

What We Value 

 

We strive for excellence at every turn to be the best at what we do. We invest in talent, care about our people and are empowered by the results of our work. We fulfil the promise of insurance – safeguarding and protecting what matters most in people’s lives. And there is no more important job than that. 

Our focus on the workforce, workplace and marketplace gives us a qualified individual in an environment in which they can be productive while we maintain our position in the industry. To help drive that change toward a vibrant, modern workplace, we have employee-driven networks with commonalities in ethnicity, gender, sexual orientation and