Sr Meeting & Events Manager

PTS Advance; Orlando (FL); Hybrid; USD 65,000 - 90,000; Full time

Job summary

PTS Advance is seeking an experienced Meeting & Events Manager to own a portfolio of domestic and international meetings, incentive programs, conferences, and events from kickoff through onsite execution and final reconciliation.

You will manage timelines, budgets, and speaker coordination while serving as the primary client contact, collaborating with hotels, venues, and partners in a largely remote team based in Orlando.

Qualifications

• 4+ years of professional meeting, event, or program management experience.
• Hands-on planning through onsite execution for domestic and international programs.
• Experience with third-party meeting management, experiential/incentive agencies, or associations preferred.
• Bachelor's degree preferred; relevant professional experience valuable.

Responsibilities

• Manage meetings, incentive programs, conferences, and events from kickoff to post-event closeout.
• Develop timelines, checklists, budgets, and run-of-shows for events.
• Serve as primary client contact, maintain updates and relationships with hotels and venues.
• Coordinate RSVP, housing, speakers, sponsors, and attendee needs.
• Oversee budgets, invoices, and financial reconciliation.

Skills

Meeting management

Event planning

Budget management

Vendor coordination

Client communication

Travel coordination

Education

Bachelor's degree

Tools

Excel

Word

Google Workspace

Slack

Monday.com

Cvent

Job description

We're looking for an experienced Meeting & Events Manager to take ownership of a portfolio of domestic and international meetings, incentive programs, conferences, and events from kickoff through onsite execution and final reconciliation.

You'll be the primary owner of your programs, working directly with clients, hotels, venues, vendors, and event partners to bring everything together and deliver a great experience. You'll be hands-on with the planning and logistics, while working alongside a collaborative team that supports registration, housing, creative, finance, and other program needs.

We're especially interested in professionals who have experience with a third-party meeting management company, experiential or incentive agency, corporate meetings/events team, association, or similar organization.

What You'll Do

• Manage assigned meetings, incentive programs, conferences, and events from initial kickoff through onsite execution and post-event closeout
• Develop and manage detailed timelines, checklists, production schedules, budgets, and run-of-shows
• Serve as the primary day-to-day client contact, providing regular updates and building strong, trusted relationships
• Manage hotel and venue relationships, contracts, meeting space, concessions, room blocks, BEOs, and other onsite requirements
• Coordinate food and beverage planning, including menus, guarantees, dietary requirements, service, and budgets
• Oversee housing, rooming lists, VIPs, registration, speakers, sponsors, and attendee needs
• Coordinate vendors, suppliers, production partners, decorators/GSCs, and other event partners
• Support exhibit and tradeshow logistics when applicable
• Manage program budgets, expenses, invoices, and final financial reconciliation
• Identify potential issues early, develop solutions, and keep programs moving forward
• Travel onsite to manage execution, troubleshoot issues, and ensure the event delivers as planned
• Collaborate with internal team members and utilize available resources to deliver successful programs
• Contribute ideas, expertise, and process improvements that strengthen our programs and team

At the end of the day, you'll own your programs, manage the details, build strong client relationships, and be accountable for delivering a successful event - with a team behind you every step of the way.

What We're Looking For

• 4+ years of professional meeting, event, or program management experience
• Hands-on experience managing meetings and/or incentive programs from planning through onsite execution
• Experience with both domestic and international programs
• Strong logistical, operational, and organizational skills
• Ability to manage multiple programs, deadlines, vendors, and clients simultaneously
• Excellent communication and follow-through
• A proactive, detail-oriented approach with the ability to stay calm and adaptable when plans change
• Strong client-facing skills and confidence working with hotels, venues, vendors, and other partners
• A genuine interest in meetings, events, and creating great attendee experiences
• Experience with a third-party meeting management company, experiential/incentive agency, corporate meetings/events team, or association is strongly preferred
• Exhibit and tradeshow experience is a plus, but not required
• CMP certification is a plus, but not required
• Comfortable working in a Mac environment and proficient with tools such as Excel, Word, Google Workspace, Slack, Monday.com, Cvent, and other event technology
• Located in Florida and able to travel approximately 20-35%, typically less and rarely more
• Valid passport and ability to travel internationally
• Bachelor's degree preferred; relevant professional experience can be equally valuable
• Bilingual English/Spanish is a plus

Why You'll Like It Here

We work hard, have fun, and genuinely enjoy working together. Our culture is welcoming, collaborative, and refreshingly low on corporate bureaucracy.

• Accessible leadership: Management is approachable, supportive, and interested in your ideas.
• Great people: We value kindness, humor, personality, collaboration, and being a good human - not just what's on your résumé.
• Real team support: You'll own your programs, but you won't be doing it alone. Our team works together and pitches in when things get busy.
• Room to grow: We want people to learn, take on new challenges, expand their responsibilities, and grow their careers.
• Variety: Domestic and international meetings, incentives, conferences, and events mean there's always something different around the corner.
• Flexibility: We're primarily remote, with one day per week together in our Orlando office, plus travel for programs.
• Celebrate the wins: We work hard, support each other, and make time to enjoy the ride.

The Practical Stuff

Location: Florida - primarily remote with one required day per week in our downtown Orlando office

Travel: Approximately 20-35%, including domestic and international programs

Schedule: Meetings and events occasionally require early mornings, late nights, weekends, and flexibility around program deadlines

Compensation & Benefits: Full-time salaried position with medical, dental, vision, 401(k), generous vacation, and opportunities for professional growth. A long-term contract arrangement may also be considered.