Meetings Manager

ADTRAV is seeking a Meetings Manager to work with management to develop a thorough operational process to create, manage, and execute award winning profitable meetings and events on behalf of our broad list of private and public company, government, and non-profit clientele. This position will lead a team of meeting planners and coordinators and will be results-focused, passionate and creative in developing the team to achieve their potential.

Essential Duties and Responsibilities include the following:

• Work collaboratively with the CCO and VP, Meetings and Incentives to establish a plan for the department, annual performance expectations, and operational objectives.
• Provide day-to-day leadership of a team of Meeting Planners, Meeting Coordinators, and other event/meeting employees.
• Set goals and objectives for the team and provide guidance on how to achieve to ensure they know what is expected in their position and in the company.
• Assist Meeting Planners and support staff in planning and executing all contracted meetings and events. Define the strategy and tactics to achieve the event objectives including establish event schedule, oversee arrangements, registration, and all event tasks to ensure completion to client satisfaction.
• Organize, assign, and supervise activities of event support staff.
• Work with CCO and Supplier Relations to develop and maintain a vendor network and assist in negotiating contracts for event support services.
• Monitor and control meeting/event budgets and prepare periodic reports for key stakeholders.
• Demonstrate expertise by making recommendations on cities and venues based on goals, objectives, and industry trends.
• Serve as the main contact for clients throughout the meeting process and ensure deliverables are met and any client concerns are researched, addressed, and resolved promptly.
• Conduct post-meeting/event evaluations to receive feedback and enhance department performance.
• Maintain meeting technology tools with current meeting information.
• Create more effective events through knowledge of the latest trends and developments in creative meetings, events, and group travel programs.
• Travel to meetings and conferences as needed.
• Identify process and workflow efficiencies and provide recommendations to management on how to improve.
• Process timecards and time off for payroll.
• Develop, mentor, and lead employees to foster an environment of teamwork and accountability.
• Provide constructive feedback and identify areas of improvement for team and work to develop objectives to meet these needs.
• Conduct weekly individual and team meetings.
• Conduct performance appraisals and disciplinary documentation on team, in accordance with HR policies and procedures.
• Participate in the recruiting process by interviewing and selecting new employees.
• Be knowledgeable and trained in direct reports duties and be able to perform the job functions as needed.
• Become knowledgeable in ADTRAV's industry and customer base.
• Utilize various applications, including meeting and even specific tools, and various internal applications.
• Represent ADTRAV by embracing the company values and maintaining effective working relationships with employees, partners, vendors, and clients.
• Adhere to company policies and procedures.
• Other duties as assigned.

Qualifications:

• High school diploma or equivalent required. Bachelor’s degree in related field (e.g., Hospitality, Event Management) preferred.
• At least 5 years of experience in project, event, or meeting management.
• 2+ years’ experience managing a team.
• Experience with event planning software/applications.
• Experience with Microsoft Office suite (Outlook, Word, Excel).
• Hands-on, highly organized and directed leader.
• Highly initiative-taking leader, able to manage multiple tasks/responsibilities, both strategic and tactical, in a fast-paced environment and with minimal supervision.
• Analytic and decisive with ability to prioritize and communicate objectives.
• Exhibits leadership traits to motivate, communicate, and provide feedback.
• Exercises discretion and judgment when providing feedback, guidance, clarification, and disciplinary action.
• Excellent time-management and organizational skills, with a proven ability to meet deadlines and work well under pressure.
• Ability to communicate ideas and concepts clearly and concisely, while also being open to receive feedback and direction as needed.
• Able to work collaboratively with different departments, managers, and clients to execute business objectives.
• Excellent English written and verbal communication skills.
• Strong attention to detail with emphasis on accuracy and quality.
• Able to present a professional and positive demeanor with internal and external customers/clients and work cooperatively.
• Ability to work remotely and meet the company home-office requirements.
• Able to sit and work at a computer for extended periods of time while working in an office. Able to stand and walk for extended periods of time at meetings/events, with constant bending and lifting of objects up to thirty pounds.
• Able to work a schedule that includes nights and weekends to support meetings and events.
• Able to travel up to 40% as needed for client and company meetings.
• Able to maintain confidentiality of company and client information.
• Able to successfully pass a credit, criminal, and/or employment reference background check.