Event Manager

Colonial Group; United States; On-site; USD 85,000 - 115,000; Full time

Job summary

Colonial Group in the United States seeks a senior Event Manager to lead end-to-end planning and execution of in-person and virtual events, from concept through post-event summaries.

This senior individual contributor role guides cross-functional teams, mentors staff, and negotiates with venues and vendors to ensure exceptional attendee experiences while meeting budgets and deadlines. Travel up to 25% is required.

Qualifications

• Bachelor’s degree or equivalent experience in a related field.
• Certifications such as CMP, CMM, PMP, or CAPM are a plus.
• 7+ years of end-to-end event planning experience for small to large venues.

Responsibilities

• Lead planning and execution of in-person or virtual events from concept to completion, including post-event summaries.
• Collaborate with business owners to create detailed event plans and budgets.
• Source, negotiate, and coordinate with venues, audiovisual providers, decorators, and other vendors.
• Work with internal and external stakeholders to ensure event success.
• Ensure seamless on-site execution with a focus on attendee experience.
• Administer and maintain online registration systems.
• Prepare event budgets and final reconciliations.
• Negotiate contracts and adhere to PMI processes.

Skills

Event planning

Budget management

Vendor negotiation

Stakeholder management

On-site execution

Project management

English proficiency

Travel coordination

Contract negotiation

Creative problem solving

Education

Bachelor’s degree in a related field

Certifications CMP/CMM/PMP/CAPM are a plus

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Registration systems

Job description

How will you make a difference to PMI?

The Event Manager role is a senior Event Planner position responsible for end-to-end event planning and execution. The role is an individual contributor role, however it retains high levels of influence, internal leadership and mentoring across the team.

What you’ll bring to the role:

• Lead the planning and execution of in-person or virtual meetings and events from concept to completion, including post-event summaries. Attendance size 50 -5000+
• Collaborate with business owners to create detailed event plans and budgets.
• Adhere to budget and policy guidelines.
• Source, negotiate, and coordinate with venues, audiovisual providers, decorators, and other key vendors.
• Work closely with internal and external stakeholders to ensure event success.
• Ensure seamless on-site execution with a focus on customer satisfaction and attendee experience.
• Create event experiences while also addressing customer needs and inquiries
• Experience a plus but not required in:
  • VIP Meetings
  • Tradeshows, Exhibits and Sponsorship
  • Registration
  • Housing
  • Virtual meetings and events (Zoom, MS Teams, Rain Focus)
• Define templates, playbooks, and process improvements that make high-quality event delivery repeatable across regions and formats.
• Ability to work outside normal business hours and weekends. Note: this is a global position that requires ability to work with stakeholders and vendors from around the world.
• Liaise with business owners (CEO, Chief of Staff and other Executive Leaders) to develop and implement program needs.
• Administer and maintain online registration system
• Interact with Travel Team to coordinate required travel itineraries
• Prepare event budgets during planning and prepare final reconciliations.
• Negotiate contracts and adhere to PMI Legal and Procurement processes
• Work cross functionally with other departments
• Adhere to all deadlines and turnaround timelines the Events and projects assigned

Role Qualifications:

• Bachelor’s degree in a related field or equivalent experience.
• Industry certifications such as CMP, CMM, PMP, or CAPM are a plus.
• At least 7+ years of experience in end-to-end event planning and execution (both small and large convention center venues)
• Ability to work outside normal business hours and weekends.
• Proficiency in planning meetings and events in domestic and international countries.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Teams, etc.).
• Strong organizational, problem-solving, and troubleshooting skill in high-pressure environments.
• A proactive mindset, with the ability to meet deadlines and take ownership of tasks.
• Strong contract negotiation skills
• Proficiency in Microsoft Office programs (ie Excel
• Ability to think critically about programs and services, and apply creative solutions appropriately.
• Strong interest in building relationships both internally and externally. This role includes interacting with customers and providing quality customer service and care.
• Must have ability to execute detailed plans, collect and interpret data, and prepare concise summaries
• Proficiency in the PMI business language (English)
• Travel Up to 25%