Event Planner

Corporate Travel Management, Inc.; United States; Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Flexible work arrangements

Company Paid Holidays

Health insurance

401(k) Retirement Plan with match

Employee Assistance Plan

Job summary

Corporate Travel Management, Inc. is seeking an experienced events professional to manage full-service and a la carte meeting programs. You will be the primary contact for Events customers, coordinating from concept through execution, including on-site travel to client meetings.

Responsibilities include leading discovery calls, creating budgets, negotiating contracts with suppliers, and ensuring timely payments and reconciliations. Flexibility to work onsite, hybrid, or fully virtual is expected.

Qualifications

• Experience managing full-service meeting and incentive programs from concept to completion.
• Proficient in vendor negotiations and contract execution for venues, transportation, A/V, and catering.
• Familiar with RFP processes and online booking tools.

Responsibilities

• Lead program management from concept to completion, contracting with suppliers and creating budget estimates.
• Conduct discovery calls to capture client needs and align stakeholders.
• Submit RFPs via Cvent and coordinate with hotels, venues, and service providers.
• Maintain accurate budget, costs, and contract details for clients and vendors.
• Travel on-site as needed and ensure professional representation of CTM.
• Manage invoicing, accounts payable/receivable, and revenue reconciliation.
• Provide recommendations based on industry knowledge to secure repeat business.

Skills

Program management

Vendor negotiations

Budgeting

RFP tools

Communication

Microsoft Office

Travel industry knowledge

Education

High school diploma

CMP/CMM preferred

Tools

Cvent

Job description

Summary of Position

This position is responsible for all aspects of full-service and a la carte meeting and incentive programs of various size and scope. The primary responsibility is to manage all facets of the planning process and be the primary point of contact for Events customers. This individual must be able to travel on-site and to client meetings as requested by the account.

Schedule / Shift

Standard

Responsibilities and Duties

• Program management from concept to completion; to include meeting and striving to exceed program goals, and objectives, contracting with suppliers, creating cost estimates for budget purposes, program execution and reconciliation.
• Lead discovery calls to engage customer and learn about the meeting needs focusing on the goals and objectives of the program. Include all internal stakeholders.
• Make destination recommendations; submit RFP’s through Cvent for a diverse group of customers with consideration of the program goals, objectives, budget and space requirements.
• Produce accurate documents/reports for clients and vendors in conjunction with account needs.
• Conduct effective vendor negotiations and contract execution to include terms, due dates, cost savings and concessions for hotel/venue, ground transportation, DMC, audio-visual production, food & beverage, optional activities and other suppliers contributing to the success of the program. Facilitate contract execution between the parties in a timely manner.
• Provide meeting owner/requester a summary of all terms, due dates, total costs and deposits to meet and exceed program timelines and deadlines.
• Record accurate budget, cost, savings and contract execution in Cvent or applicable technology.
• Ability to travel on-site with programs as needed. While on-site, employee should maintain a professional demeanor and project a positive reflection of Event Travel Management.
• Manage program reconciliation, invoicing, accounts payable, and accounts receivables for each program; when applicable. Follow-up to ensure timely payment processing and revenue reconciliation.
• Provide exceptional service and manage the relationship with the meeting owner. Proactively offer professional recommendations to the client based on industry knowledge and expertise. Secure repeat business.
• Utilize time tracking for accurate billing by project.
• Other duties as assigned.

Leadership Responsibilities

• This position does not have supervisory responsibilities.

Required of all CTM Positions

• Embrace CTM’s core values ofConnect, Evolve and Deliver.
• Professional, collaborative and supportive interaction with employees, clients, suppliers and vendors.
• Ability to work independently as well as part of a team.
• Appropriate and professional written and verbal communication.
• Demonstrated ability to meet deadlines, handle and prioritize simultaneous requests.
• Creative and analytical thinking with strong problem-solving and consultative skills.
• Demonstrates calm under pressure – is a proactive contributor and eager to learn.
• Proficiency in Microsoft Office Suite.
• Ability to do basic math.
• Ability to read and interpret information.
• Attention to detail.
• Regular and reliable attendance.

Education and Experience

• High school diploma or equivalent is required.
• Minimum of five (5) year's event/meeting planning experience required.
• A CMP and/or CMM designation is preferred.

Knowledge, Skills, and Abilities

• Demonstrate a collaborative work style by using a consultative approach with clients, and peers, to quickly assess information, anticipate issues and outcomes, and make effective recommendations including ability to draw clear conclusions. Escalate to leadership for guidance when necessary.
• Strong knowledge of domestic and international destinations, hotel brands and venues.
• General working knowledge of RFP, registration technology and on-line booking tools utilized in Events.
• Identify process efficiency opportunities and challenge the status quo. Work with leadership team on efficiency opportunities, account specific best practices and continual enhancements.
• Ability to work evening hours, weekends and longer hours during high volume periods.

EEO Statement

CTM NA is an equal opportunity employer and is committed to fostering a diverse, equitable, and inclusive workforce. All qualified applicants applying for job openings posted in the U.S. will receive consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, marital status, or any other characteristic or status protected by applicable law.

If you are a qualified individual with a disability or a disabled veteran and would like to request an accommodation in order to apply for a position, you may contact us at [e-mail] will make every effort to respond to your request for assistance as soon as possible. Please provide a preferred contact method for response via email or phone.

Flexible work arrangements are available. Depending on role, location, and business needs, colleagues may work onsite, hybrid (combination of in-office and virtual) or fully virtual.

BENEFITS PROGRAM

We provide competitive and comprehensive benefits programs, tailored to each part of the globe our people work in. From walking and fitness challenges to volunteer experiences, flexible work environments, generous leave programs and retirement plan options, we offer ways to support you in every stage of living your best life.

Company Paid Basic Life & AD&D Insurance

Company Paid Short-TermDisability

VoluntaryLong-Term Disability Insurance

Robust Wellness Program with incentives available to save money on your medical insurancepremiums.

Supplemental Life; Accident;Cancer;Critical Illness;Identity Theft ProtectionandLegal Coverage

Three medical plan offerings includingaHigh Deductible Health Plan, HMO plan (available in select states)and a Co-Pay medical plan.

Health Savings Account (HSA) with companycorecontributionand match,on a per pay period basis if enrolled intheHDHP medical plan.

Flexible Spending Accounts

Dependent Care Savings Account.

DentalInsurancePlan

Vision Insurance Plan

9Company Paid Holidaysincluding the day afterThanksgiving.

Generous paid time off programsfor vacation and sick days

Employee Assistance Planwith access to Talk Space Therapy

Family Medical Leave

Paid Parental Leave (4weeks)

Maternity benefitsutilizingcompany paid STD, plus Parental Leave (4weeks) to provide time for recovery, baby bonding, and enjoying your family time.

Bereavement Leave

401(k) Retirement Planwith a generous matchper pay period

Student Loan Payment Match

Pay Range

USD $60,000.00 - USD $75,000.00 /Yr.