Conference Project Manager

MCI Group; Montreal; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A global engagement marketing agency seeks an experienced Event Manager to manage client accounts and lead project execution across live and virtual events. Candidates should have a minimum of 5 years in hospitality/event management, exceptional organizational and communication skills, and a passion for building client relationships. The role offers flexible working conditions, including remote work and opportunities for travel.

Qualifications

• Minimum 5-year experience in Hospitality/Event Management.
• Familiarity with project management tools and supplier engagement.
• Fluent in English; French is an asset.

Responsibilities

• Oversee multiple client accounts and manage logistics for events.
• Develop, monitor, and adjust key program documentation.
• Ensure successful program execution and maintain client relationships.

Skills

Organizational skills

Analytical skills

Decision-making skills

Communication skills

Collaboration skills

Education

Degree or Diploma in Hospitality/Event Management

Tools

MS Excel

MS Word

Power Point

Event management systems

Job description

We are a global engagement marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.

Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise : Live & virtual events, Strategic & digital communications.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

LOCATION : REMOTE OR VANCOUVER, TORONTO, MONTREAL OFFICES

MAIN RESPONSIBILITIES

Client Account Management

• Oversee multiple client accounts, fostering key relationships with stakeholders such as clients, sponsors, exhibitors, attendees, and more.

Project Management

• Spearhead, strategize, and provide support for program project management utilizing our established project management tools.
• Handle logistics and timelines, encompassing areas like registration, venue selection, sponsor / exhibitor engagement, speaker arrangement, abstract management, food and beverage, society events, and transportation.
• Liaise seamlessly with external vendors and partners throughout the planning process.

Program Execution

• Ensure meticulous planning and execution from the program’s inception to successful completion.
• Serve as a primary point of contact for clients, fortifying strong client relations.
• Streamline coordination efforts with all suppliers and third-party entities.
• Handle supplier Request for Proposals (RFPs), negotiations, and contractual matters.
• Manage conference profitability and uphold premium service standards.
• Develop, monitor, and adjust key program documents, including but not limited to timelines, budgets, function sheets, welcome letters, and itineraries.
• Collaborate with the Senior Manager, on intricate budgets, project finances, and financial reporting.
• Engage in sales presentations to win potential clients, as and when needed.
• Supervise, mentor, and train project coordinators, assistants, onsite personnel, and event contractors.
• Help other Project Managers and ID team staff as needed.

Documentation & Development

• Keep all documentation and user manuals current.
• Collaborate with team members to innovate and roll out new templates.

Sales and Marketing

• Engage in sales presentations to win potential clients, as and when needed.

DESCRIPTION OF THE RELATIONSHIPS

Reports to Senior Manager

• Works in collaboration with project team and MCI Canada leadership.
• Maintains professional relationships with clients, industry partners, suppliers and temporary staff.
• Provides a high-level of customer service to industry partners, as a first point of contact.

JOB REQUIREMENTS

• Event Experience – Minimum 5-year experience in Hospitality / Event Management.
• Education – Degree or Diploma in Hospitality / Event Management or related field, or equivalent experience preferred.
• Super organizational, analytical and decision-making skills – Handling conflicting priorities and managing time on projects with different timelines and needs. You will work in a fast-paced, deadline-oriented team environment. You require project management experience ( association preferred ) including direction of workflow, assignments, and monitoring of tasks within the project team and of your direct reports.
• Experienced with building productive relationships – You must establish strong relationships with internal business clients and international suppliers to ensure best meeting practices, economies of scale and positive collaboration and communication style is essential. Strong collaboration and listening skills with clients and internal team members / leadership are important.
• Collaboration and self-governance – Able to work both independently and with specific project teams for individual events.
• Innovative and creative mindset – We strive to deliver best-in-class events and experiences; you must be able to deliver strategic, innovative meeting design and consultative event planning by providing creative meeting and event ideas, communicating a vision for the overall program, and providing researched program proposals.
• Concise and precise communication skills – Excellent verbal and written professional communication skills are essential, with the ability to communicate clearly and effectively with non-technical users.
• Quick and efficient, with a strong attention to detail.

SPECIFIC TECHNICAL SKILLS

• Strong computer skills required including :

Expert level in MS Excel

• Strong MS Word and Power Point
• Experience working with a variety of data management systems an asset
• Knowledge of HTML or basic level coding an asset
• General comfort with new technologies a quick learner on new platforms
• Experience working with event system and apps, such as Eventbrite, Cadmium, Pheedloop, Bizaboo, Erbium etc. an asset.
• Fluent written and spoken English is essential. French is an asset.

ADDITIONAL LOCAL REQUIREMENTS

• Ability to work from home whilst being flexible to go into the office when required. MCI Canada has offices in Vancouver, Toronto and Montreal where staff are able to work however many talents choose a hybrid model and work from home. There is no mandate for in-office time (allowing the position to be remote) however when / if required to go into one of the offices, this is an expectation.
• Available & willingness to travel as required (across Canada & internationally
• Ability to work weekends and evenings based on association activities and conference schedules.

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!

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