Program Manager

meetingprotocol; Dallas (TX); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

Job summary

Scout, formerly Scout Meetings, is hiring a Program Manager for our North Dallas office. You will lead planning and on-site duties for client meetings, ensuring high standards within budget and timelines.

Responsibilities include budget management, vendor relations, travel arrangements, and on-site execution. The role requires strong interpersonal skills, organization, and the ability to work under pressure in a fast-paced environment.

Qualifications

• 2+ years of experience within the hospitality/meeting planning industry is required.
• Ability to manage vendors and third-party relationships.
• Strong organizational, budgeting and communication abilities.

Responsibilities

• Serve as the primary point of contact to clients, hotels, travel agencies and related parties.
• Oversee meeting and event budgets, including financial reconciliation.
• Travel domestically to execute meetings and events (paid weekend travel).
• On-site operations and management of meeting and travel staff.

Skills

Interpersonal skills

Attention to detail

Organizational skills

Time management

Multi-tasking

Team player

Problem solving

Coachable

Self-motivated

Tools

MS Office Suite

PowerPoint

Database programs

Job description

Established in 1996 and rebranded to Scout in 2024, we built our foundation on planning meetings for numerous organizations within the life sciences sector (Scout Meetings). In response to emerging industry needs, we expanded our services to include Scout Clinical, one of the top providers of clinical trial patient reimbursements and travel.

Scout is recognized as a leader in our field for innovation in service, attention to detail, our stellar team members, and making the complex easier. If this interests you, we’d love to have you join our rapidly growing team!

Position Summary:

We are looking to hire a talented, eager, and skilled Program Manager to join our team in our North Dallas office. The Program Manager oversees all aspects of the planning and onsite duties for our clients’ meetings, from its development to implementing program activities. Ensures meeting is completed to a consistently high standard, within budget, that objectives are met on time, suiting the company's image and objectives. Make sure the program meets professional standards and industry regulations. Duties include, but are not limited to, budget management, strategic planning, third-party relationships, and oversight of on-site execution teams.

Responsibilities of this position include, but are not limited to

• Serve as the primary point of contact to our clients, hotels, travel agencies, ground transportation and other related parties for each meeting.
• Consult with client(s) to identify goals and vision, establish direction, facilitate solutions, and get decisions made.
• Oversee and manage meeting and event budgets to exceed expectations, including financial reconciliation and post-meeting.
• Travel to domestic locations to execute meetings and events (paid weekend travel).
• Responsible for the invitation and registration process
• Oversight of travel arrangements, including airport transfers
• Update/maintain database, including data entry
• Generate and provide attendee status reporting
• Oversee all aspects of hotel arrangements, including rooming list, meeting space, food and beverage, and audio/visual equipment
• Collect and reproduce all speaker presentations
• Generate and distribute all other collateral, ensuring that materials are professional and appropriately reflect client and Scout standards
• On-site operations and the management of the meeting and travel staff
• Complete all required initial and ongoing training within a reasonable or provided timeframe

The ideal candidate will have the following competencies and qualities:

• 2+ years ofexperience within the hospitality/meeting planning industry is required
• Excellent interpersonal skills
• Attention to detail
• Organized with an ability to prioritize and multi-task
• Patient, flexible attitude
• Excellent time management
• Ability to work under pressure in a fast paced, demanding environment
• Self-motivated
• Coachable
• Ability to evaluate and negotiate proposals from 3rd party suppliers
• Problem solver
• Team player
• Proficient with MS Office Suite, PowerPoint, and database programs

Scout offers a competitive compensation and benefits package designed to support your health, work-life balance, and growth.

• Benefits include medical, dental, and vision coverage and more.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER