Events Project Manager - Meetings & Incentives - Hybrid

Events Project Manager – Meetings & Incentives

Embark on the next step in your career journey with Direct Travel!

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 one of our central offices, located in Appleton, Wi and Schaumburg, Il

Expedition Expectations

• 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
• 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
• 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
• Seek feedback, absorb, and act in the spirit of continuous personal development

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

Passport to Success

• Bachelor’s Degree, preferably in Business, Hospitality, Event Planning, or a combination of education and work experience required, preferably in event planning