Event Planner

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

Benefits offered by this job

Life Insurance

Disability Insurance

Wellness Program

401(k) with match

Paid Holidays

Paid Time Off

Job summary

Corporate Travel Management, Inc. seeks a seasoned events professional to manage full-service meeting and incentive programs from concept to completion. You will coordinate with clients, handle on-site travel, and ensure timely delivery of all program components.

Responsibilities include budgeting, supplier negotiations, contract execution, and on-site presence as requested. A CMP/CMM is preferred, with strong MS Office and Cvent skills, and a commitment to exceptional service.

Qualifications

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

Responsibilities

• Manage program from concept to completion, including budgeting, contracting with suppliers, and reconciliation.
• Lead discovery calls to learn meeting needs with stakeholders.
• Submit RFPs through Cvent considering goals, budget and space.
• Prepare client/vendor reports and negotiate contracts for hotels, venues, transport, DMCs, AV, food & beverage, and other suppliers.
• Provide meeting owner with a summary of terms, dates, and costs.

Skills

Program management

Client liaison

Vendor negotiations

Budgeting

RFP processes

Education

High school diploma or equivalent

CMP/CMM designation 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 of Connect, 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]. We 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

• 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.