Regional Events Manager

Virtuoso, LTD.; Ottawa; On-site; CAD 60,000 - 85,000; Full time

Job summary

A leading company in the luxury travel sector is seeking a Regional Events Manager to orchestrate impactful events in Canada and the US. This role involves comprehensive event planning, budget management, and coordination with global teams to enhance brand visibility and drive positive feedback. Ideal candidates are seasoned event planners with a Bachelor's degree in a relevant field, excellent communication skills, and the ability to travel frequently, ensuring exceptional experiences for clients and partners alike.

Qualifications

• 5+ years of experience in planning and executing events.
• Bilingual (English/French) highly preferred.
• Ability to travel regionally and internationally.

Responsibilities

• Planning and executing events across Canada and US regions.
• Managing event budget development and contract negotiation.
• Providing onsite support during events.

Skills

Event planning

Communication

Negotiation

Customer service

Problem-solving

Time management

Education

Bachelor’s Degree in Event Management or Tourism and Hotel Management

Tools

Microsoft Office

Job description

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa, and the Middle East. Drawing upon its preferred relationships with more than 2,300 of the world’s best hotels and resorts, cruise lines, airlines, tour companies, and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences, and privileged access. Normalized annual sales of (U.S.) $28-$32 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit.

The Regional Events Manager is responsible for ensuring market relevancy with regional events and activities. This role manages regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs while maintaining global consistency across all regions as set by the Global Events Team. The Regional Events Manager will support the regional business plan / Playbook and budget. This position primarily focuses on Canada regional events and supports US regional and global events as assigned by the Senior Director, Global Events Operations.

The Regional Events Manager reports directly to the Senior Director, Global Events Operations, under the Global Events Division, and to the region’s General Manager. The Regional Event Manager will be responsible for ensuring global event consistency through regional tailor-made events and other deliverables as assigned. The role aims to drive a positive return both financially and through member and supplier feedback in line with department KPIs.

Please submit your CV in English.

Essential duties and responsibilities include the following. Other duties may be assigned:

1. Planning and executing events across Canada and US regions, including destination & hotel search, event budget development & maintenance, contract negotiation, registration management, event operations planning and on-site execution, survey creation, final bill reconciliation, and reporting.
2. Scheduling and communicating logistical details of meetings and events with internal departments such as Regional General Manager, Member and Partner Relations, Network Communications, Product Marketing, Finance, Service Center, and Event Operations Staff.
3. Building online registration sites with specific functionalities like requests to attend, open/close registration, dietary restrictions, targeted audience, and event-specific questions.
4. Searching for destination and hotel availability, collecting responses, and creating detailed OpEx budgets to estimate costs and margins.
5. Negotiating vendor contracts to maximize favorable terms and deadlines.
6. Liaising with hotels on event details including room setup, menu, room blocks, and final bill audits.
7. Collaborating with internal departments on contract reviews, creative needs, communication plans, and partnership tasks.
8. Creating and managing event materials such as badges, signage, packets, and other creative materials.
9. Providing onsite support during events when traveling.
10. Generating registration reports and managing attendee communications through mail merges.
11. Managing team meetings related to events, including kick-offs, reviews, and debriefs.
12. Managing multiple projects with tight deadlines in a flexible environment.
13. Working weekends and evenings during peak periods.
14. Supporting global events in conjunction with the Events Operations team, ensuring no conflicts with regional duties.
15. Participating in Global Events Calls, reviewing recordings if unable to attend in person.

Educational and Skills Requirements:

• Bachelor’s Degree in Event Management or Tourism and Hotel Management preferred.
• 5+ years of experience in planning and executing events.
• Travel industry experience is preferred.
• Bilingual (English/French) highly preferred.
• Proficiency in Microsoft Office, including mail merges, PowerPoint, and Excel formulas.
• Excellent customer service and complaint resolution skills.
• Proactive with anticipation of team and event needs.
• Effective with vendors and all staff levels.
• Understanding of diversity, cultures, and customs.
• Strong communication, presentation, and writing skills.
• Organized with good time management and deadline adherence.
• Ability to read and update budgets in Excel.
• Problem-solving, analytical skills, and collaborative mindset.
• Self-starter capable of working independently.
• Ability to travel regionally and internationally, including weekends and holidays (passport required).
• Work nights and weekends as needed.
• Position is virtual.

Travel Requirements:

• 35%+ travel time for events, conferences, and meetings, primarily domestic but possibly international.

Type / Nature of Contacts:

• Internal: Support regional teams, collaborate with US headquarters, and global regions. Key contacts include regional team, Marketing, Events, Product Management, Partner Relations, and General Manager.
• External: Majority of time spent in-market.