Events Project Manager (Meetings and Incentives)

Direct Travel; Schaumburg (IL); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Direct Travel is seeking a Project Manager (PJM) to effectively manage projects, lead, guide, and consult clients, and support the Program Manager in operational planning of programs.

This hybrid role requires coordinating site inspection planning and ancillary meeting management, managing program logistics (site selection, AV, food & beverage, travel). You will build client relationships, prepare documentation for planning calls, track budgets, and ensure timely, accurate billing and reporting.

Responsibilities

• Serve as secondary client contact and help develop a strong relationship with internal teams and clients.
• Coordinate site inspection planning and ancillary meeting management.
• Coordinate program logistics including site selection, AV, catering, and signage.
• Prepare budgets, track expenses, and assist with cost-saving initiatives.
• Lead and communicate timelines and budgets across departments to ensure successful project delivery.

Job description

The Project Manager (PJM) is responsible for effectively managing projects and leading, guiding, and consulting clients. The PJM supports the Program Manager in operational planning of programs, manages multiple aspects on programs, and acts as the secondary client contact. Additionally, the PJM may be responsible for coordination of site inspection planning and ancillary meeting management.

This position is hybrid with 2 days in your local office, Schaumburg, IL – Appleton, WI

Client

• Functions as secondary client contact and works diligently to develop a strong relationship with internal and client teams
• Consults with client to determine goals, needs, objectives, expectations, and budget of the program under the leadership of the Program Manager; ability to lead, guide, and consult the client
• Is a resource to the client for program development; functions as an essential part of the team by managing projects involved in the planning process
• Builds valuable knowledge about the industry to provide the client with creative and compelling concepts
• Assess the style of the client and their preferred communication mode and adapts accordingly
• Schedules, facilitates, and creates required documentation for client planning calls and debrief meetings to evaluate program results

Program Operations

• Support program logistics which may include site selection, room sets, audio visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows, etc.
• Manages gift and communication campaigns/mailers against pre-set budget from program design through fulfillment
• Is responsible for production and quality check of all written attendee communication pieces for website, confirmation letters, mailings, etc. using both internal and external resources
• Assists in the development of program specification documents to ensure operational details are provided to the on-site team
• Files, updates, and maintains all information in SharePoint program folders during pre-program planning and post program debrief
• Prepares staff uniforms, program documents, and travel staff information for on-site
• Facilitates printing and shipping for programs from office warehouse
• Is accountable for successful project outcomes, which can include travel to execute project

Budget And Financial Management

• Process contracts, invoices, expenses, and check requests
• Provide client/Program Manager with accurate budget estimates per-event and ensure post-event billing reflects these estimates
• Provides final billing reconciliation and supporting documents for applicable projects
• Assists with cost-savings, billing, invoicing, and profitability
• Assist with tracking and reconciling all expenses, ensuring expenses are within budget

Leadership

• Seek feedback, absorb, and act in the spirit of continuous personal development
• Be a sought-after partner by building trust with clients, internal team, and external partners
• Establishes, communicates, and monitors all timelines and budget parameters
• Works with all internal departments (as applicable per program) for the successful execution of the projects, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Gathers, shares, and applies learnings for continuous process improvement
• Can adapt and work successfully with any client, partner, and program

Performs Other Duties As Assigned.

Working Conditions

• Ability and willingness to work extended workdays and possible weekends
• Accessible during acceptable working hours identified per project/program
• Travel may be required to oversee projects through execution
• Frequent use of a computer and other office equipment
• Ability to lift 20 lbs.
• Frequent sitting, standing, and walking
• Ability to adhere to hybrid office policy