Meeting & Event Manager

Job description

Accountabilities Manage the full lifecycle of large and complex meetings, incentive programs, conventions, and events, from strategic planning and sourcing through execution, reconciliation, and post-event analysis. Administer RFPs through electronic sourcing tools, evaluate proposals, recommend properties and suppliers, negotiate contracts, and monitor contractual deadlines after execution. Negotiate agreements with hotels, venues, destination management companies, transportation providers, audiovisual and internet suppliers, décor companies, entertainment providers, printing companies, and other event partners. Build collaborative supplier relationships by clearly communicating program requirements, expectations, timelines, and deliverables. Partner with air travel teams during site selection and event planning, including developing air feasibility assessments and providing manifests to transportation providers. Develop and maintain detailed project timelines, incorporating contingency planning and ensuring internal teams remain accountable for strategic milestones. Lead structured strategy calls, establish agendas and action items, and coordinate cross-functional teams throughout the program lifecycle. Identify opportunities to expand ancillary meeting and incentive services while maintaining alignment with client objectives and budgets. Research, recommend, and contract with off-site venues, transportation providers, entertainment, décor, team-building organizations, and other event-support suppliers. Oversee online registration website development and attendee-management processes, coordinating with internal planners and coordinators and resolving escalated issues. Conduct site inspections on behalf of or alongside clients and ensure venues and suppliers are positioned to deliver against program requirements. Procure and lead on-site event staff, clearly defining responsibilities and operational requirements before each event. Manage complex event budgets, cost estimates, cash flow, negotiated savings, client invoices, vendor payments, commissions, and final financial reconciliation. Evaluate event performance after completion, measure effectiveness and ROI, and provide recommendations for future programs. Conduct internal program audits to assess profitability and identify opportunities for operational improvement. Lead full-service event operations and delegate responsibilities effectively across internal team members. Maintain strong client relationships through exceptional service, active listening, proactive communication, and effective resolution of challenging situations. Participate in industry events, continuing education programs, and supplier meetings to remain current on trends, technologies, and best practices. Travel up to 25% and work evenings, weekends, or extended hours when required by event schedules. Requirements Bachelor’s degree preferred, or a high school diploma combined with relevant industry experience. At least 5 years of recent experience in the meetings, incentives, conventions, events, hospitality, or related industry. At least 5 years of customer service experience, preferably in client-facing event or hospitality environments. Proven experience managing complex projects, leading cross-functional teams, and working effectively with stakeholders at all organizational levels, including senior executives. Demonstrated contract negotiation experience with hotels, venues, suppliers, or other event partners. Strong financial management skills, including experience managing complex event budgets, monitoring cash flow, tracking savings, and reconciling costs. Exceptional organizational skills and the ability to manage a high volume of deliverables, competing priorities, and changing requirements. Strong problem-solving, judgment, decision-making, and communication skills, with the ability to remain effective under pressure. Excellent written and verbal business communication skills and strong customer service and listening abilities. Resourceful, imaginative, detail-oriented, and proactive, with a willingness to do what is necessary to deliver successful events. Ability to manage difficult conversations and situations professionally while maintaining positive client and supplier relationships. Willingness to learn new technologies, improve processes, and adopt evolving industry best practices. Strong working knowledge of Microsoft Word, Excel, and Outlook, as well as online registration platforms such as Cvent and CRM tools such as Salesforce. Basic familiarity with collaboration and information-sharing platforms such as Dropbox and Google Docs. Certified Meeting Professional (CMP) credential is strongly preferred but not required. Ability to communicate effectively in standard business English, both verbally and in writing. Ability to work collaboratively with clients, colleagues, and suppliers from diverse backgrounds. Ability to travel and work variable schedules, including nights, weekends, and more than 40 hours per week when event requirements dictate. Benefits Hybrid remote/office work environment. Opportunities to manage high-profile, complex meetings and incentive programs. Exposure to a broad network of hotels, venues, destination management companies, transportation providers, and event suppliers. Professional development through continuing education, industry events, and ongoing exposure to evolving event technologies and best practices. Opportunity to take ownership of end-to-end event programs and lead cross-functional teams. Collaborative environment that values initiative, creativity, teamwork, reliability, quality, and continuous improvement. Inclusive workplace committed to supporting diversity and providing reasonable accommodations where needed. How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best! Why Apply Through Jobgether? Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time. #LI-CL1 This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Meeting & Event Manager based in United States. This role offers the opportunity to lead complex meetings, incentives, conventions, and events from initial strategy through final reconciliation. You will serve as a trusted partner to clients while coordinating suppliers, internal teams, venues, transportation providers, and event specialists. The position combines strategic planning, contract negotiation, budget management, and hands-on event execution. You will manage multiple deliverables, maintain strong supplier relationships, and ensure every program meets its objectives, timelines, and financial expectations. The role also provides opportunities to identify additional services, improve event ROI, and develop long-term client relationships. Success requires strong leadership, organization, creativity, and the ability to remain composed in a fast-moving environment.