Travel Manager

Juggernaut; Chicago (IL); On-site; USD 70,000 - 110,000; Full time

Job summary

Juggernaut Meetings & Events, headquartered in Chicago, is seeking a Meeting Manager to own client programs from planning through onsite execution. You will manage budgets, provide strategic counsel on cost-saving opportunities, and coordinate with multiple stakeholders to ensure high-quality events.

The role requires strong organizational and interpersonal skills, plus travel up to 25%. Bachelor's degree is preferred and at least three years in meeting planning is expected.

Qualifications

• Bachelor’s degree strongly preferred.
• Minimum three (3) years meeting/program planning experience.
• Proficiency in Microsoft Office applications.
• Proficiency in database management.
• Firsthand travel industry and destination knowledge.
• 0%–25% travel domestically.

Responsibilities

• Direct responsibility for program development, planning, execution and all components from registration to onsite management.
• Adhere to policy on financial and compliance controls for all meetings.
• Counsel client on best practices, compliance and cost savings to ensure event success.
• Create and update budgets during planning and provide final reconciled budgets.
• Coordinate with vendors for quality service and pricing leverage.
• Enter and update meeting information in management systems and ensure timely reporting.

Skills

Meeting planning

Organizational skills

Interpersonal skills

Client relationship management

Budgeting/financial acumen

Education

Bachelor’s degree

Tools

Microsoft Office

Database management

Job description

Juggernaut Meetings & Events is a global meeting and event management company offering event to enterprise solutions ranging from operating a single meeting to designing full strategic meetings management programs (SMMPs). We have locations in 40 countries across the Americas, Europe, Middle East, Africa and Asia Pacific, with annual sales of approximately $620 million and a combined global work force of over 600 employees. Our world headquarters are in Chicago and we have regional hubs in Mexico City, London and Singapore.

We are an independent operating unit of Juggernaut Travel, the world’s third-largest travel management company, owned by Juggernaut Group. Juggernaut Group employs approximately 12,000 people and operates in more than 100 countries with total sales, including franchising, of US $24 billion.

The Meeting Manager owns and manages client program relationships. They are responsible for budgeting, program organization, value added client counseling, onsite management, billing, and savings consolidation. They serve as liaison between the Account Manager, Project Manager, Healthcare Engagement Manager, Sourcing Manager and hotel/supplier for the duration of meeting.

Essential Job Functions:

• Must be able to come to work promptly and regularly
• Must be able to take direction and work well with others
• Must be able to work under stress and meet deadlines
• Must be able to concentrate and perform accurately while meeting applicable productivity measures
• Must be able to change productively and to handle other tasks as assigned
• Must be a subject matter expert on pharma processes and tools
• Serve as a mentor to new planners

Job Specific Essential Duties and Responsibilities:

• Direct responsibility for program development, planning, execution and all of its components, of all assigned programs from the point of meeting registration including onsite program management
• Adhere to Client policy on financial and compliance controls for all meetings.
• Add value to client by counseling client on best practices, compliance and cost savings in order to make their event successful.
• Create and update budgets as necessary during planning and prepare final reconciled budgets – Communicate budgetary information to client throughout the planning and execution of meeting.
• Utilize MSA vendors for quality of service and maximum pricing leverage/compliance.
• Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers and interacting with clients and team-mates.
• Enter and update meeting information in meeting management technology including cost savings, final attendee registration and budget reconciliation
• Adhere to all deadlines, turnaround timelines & compliance requirements.
• Determine and arrange detailed program needs (i.e. room set-up, function times, audio visual, menu selections, on-site/off site events and activities, DMC operations, special events, ground transfers, room deliveries, VIP needs, Prepare and provide client with timeline outlining all planned program details.
• Provide on-site program assistance as needed oversee all arranged details of program (i.e. attend pre-con, advance all functions, verify room set-ups, review banquet checks/master bill, handle VIP needs, assist in handing out documents).
• Ensure internal and external reporting requirements are met.
• Monitor and review supplier billing and ensure timely payment and reconciliation and use internal financial system to ensure that full payment is made in a timely manner.
• Liaise with Sourcing and Healthcare Engagement Managers to ensure that appropriate meeting space is secured and for attendee registration requirements.
• Reconcile program within 60 days program, in accordance with audit and client standards.
• Compile and submit an audit ready program file 90 day’s post program.
• Assume other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position and can add value.
• Travel will be at least a minimum of 25%

Transferable Skills:

• Proactive and consultative customer service
• Negotiation expertise
• Business professional
• Strong organizational and interpersonal skills
• Listen attentively
• Attention to detail
• Strategic sourcing, specifically in F & B, AV, Décor. Etc.
• Strong organizational skills
• Strong verbal and written communication skills
• Positive attitude
• Problem solving skills
• Mentoring and coaching
• Capacity of problem solving – anticipating, initiating and resolving customer or vendor issues
• Ability to identify customer needs and respond creatively listening to information, asking probing questions, applying knowledge and determining solutions
• Ability to work well under pressure and adapt to ever-changing scenarios
• Ability to initiate new ideas
• Ability to delegate with respect
• Accept responsibility for projects, team and self

Essential Qualifications:

• Bachelor’s degree strongly preferred
• Minimum three (3) years meeting/program planning experience
• Proficiency in Microsoft Office applications
• Proficiency in database management
• Firsthand experience of domestic and international group travel
• Travel industry and destination knowledge
• 0% – 25% travel domestically