Meeting Event Manager II

City of Gallatin; United States; Remote; USD 50,000 - 75,000; Full time

Job summary

A leading city government is seeking a Meeting Event Manager II to take charge of planning and executing events. This role involves managing logistics and budgets, collaborating with clients, and ensuring all aspects of event delivery meet organizational standards. Ideal candidates will have a strong background in conference planning with excellent communication and organizational skills.

Qualifications

• 3 years of experience in conference planning and event management.
• CMP / CMM / HMCC certifications preferred.
• Ability to travel domestically and internationally up to 20%.

Responsibilities

• Oversee end-to-end planning and execution of events.
• Manage relationships with suppliers and vendors.
• Create and maintain project timelines and budget trackers.

Skills

Strong written communication skills

Budget development expertise

Proven ability to drive change

Education

Bachelor's degree or equivalent experience

Tools

Cvent

Microsoft Office

Job description

The Meeting Event Manager II serves as the primary client liaison and lead for assigned conferences, conventions and tradeshows. In this role, you will oversee the end-to-end planning and execution of meetings and events—driving strategic implementation, achieving program objectives, and managing logistics with precision. You’ll collaborate closely with clients to understand their goals and ensure each program delivers exceptional results. This includes managing all phases of the event lifecycle, from initial request through final billing, while consistently delivering outstanding customer service.

Job Description:

Process Management (80%)

• Manage housing blocks for events, ensuring adherence to required contracting processes, timelines, and compliance with policies (e.g., attrition, rooming list submissions).
• Review supplier contracts to confirm accuracy of terms, conditions, cancellation, and attrition policies, using appropriate authorization and addendum forms.
• Develop and maintain detailed project timelines and workflow schedules.
• Oversee relationships with hotels, housing bureaus, and third-party suppliers, ensuring alignment with event needs and timelines.
• Build and manage Cvent registration sites for assigned events; collaborate with teams to address registration and air travel needs, conduct status meetings, and provide ongoing communication.
• Coordinate event logistics for conferences, conventions, and tradeshows, including sponsorships, booth management, venue selection, catering, audiovisual needs, and other supplier arrangements.
• Manage speaker contracting and payment processing for symposia and product theaters.
• Oversee post-event reporting processes, including Transfer of Value compliance.
• Create event materials, including virtual playbooks, pre-event logistics presentations, and client communications.
• Ensure all materials and outputs align with client branding guidelines.
• Maintain accurate records, trackers, and file management systems.
• Provide on-site event assistance when needed, including pre-event preparation, verifying room setups, and reviewing billing details.
• Continuously identify and implement process improvements for future events.

Financial Management (20%)

• Adhere to established financial processes, including vendor setup, purchase order creation, and payment tracking from deposits to final billing.
• Ensure accurate post-event cross-charging with accounting.
• Create, manage, and contribute to program-specific budget trackers.
• Review and audit all event-related billing for accuracy

Qualifications

• Bachelor’s degree or equivalent experience required.
• Minimum of 3 years of experience in conference planning
• Minimum of 3 years of experience in meeting and event management.
• CMP / CMM / HMCC certifications preferred.
• Life sciences meeting planning preferred.
• Proven ability to drive change and efficiency and suggest technology solutions to stakeholders.
• Experience with Cvent registration websites, Microsoft Office (Teams, PowerPoint, Excel, Word), and data analytics.
• Strong written communication skills.
• Expertise in budget development and implementation of cost strategies.
• Ability to travel domestically and internationally up to 20%.
• Demonstrated ability to develop and maintain strong client and supplier relationships.
• Mid-level knowledge or certification in Cvent preferred.

DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job