Travel, Event And Promotion Manager

The Travel, Event, and Promotion Manager works collaboratively with the Sales and Marketing team's external event management companies and independently to accomplish daily responsibilities. This position has a variety of different roles and responsibilities; therefore, the individual's day-to-day duties will vary as necessary. This person will plan custom events that support the Vice President of Sales and Marketing, Assistant Vice President of Sales and Regional Vice Presidents' sales and networking objectives, which will include events of varying scale and audience - from unique, targeted VIP events throughout the year to annual incentive trips for our independent distribution force to events for employees at corporate and department levels. This individual will coordinate travel as requested for staff trips and support the Sales and Marketing Vice President's various other research and non-event work projects throughout the year. In addition, this individual will work collaboratively with the Sales and Marketing team to manage the budgeting, inventory, and need for all promotional supplies including gifts and awards.
Essential Duties and Responsibilities:

• Completes management of VIP custom events from start to finish, ensuring all deadlines are met; planning, coordinating, and assisting with events supporting the business objectives of the Company. Responsible for maintaining the resources and timeline to meet the deadlines. On-call for emergency support 24 hours a day during these events. This includes, but is not limited to:


• Conducting event discovery meetings with stakeholders to understand the needs of the event to be held.
• Advising and selecting meeting agendas, room layouts, venues, menus, audio-visual, events, activities, gifting, special requirements and all components associated with events and event planning.
• Negotiating services and fees with vendors.
• Professionally communicating with staff and attendees during the pre-planning process.
• Customizing travel plans by attendee as needed or as permissible.
• Working with internal graphic designers as needed for marketing for events and Promotional items.
• Creating invitations and registration forms, as well as confirmation forms customized per attendee.
• Assisting attendees with registration and answering event-related questions.
• Developing data tracking and reports.
• Maintaining attendee and event confidentiality.
• Budgeting: Develop budget, maintain budget changes, track expenses, review and manage finances. Review all invoices thoroughly prior to payment for accuracy, completeness and provide payment approval.
• Following up with vendors to receive post-event reports.
• Utilizing and managing attendee surveys as requested and meeting with staff to get feedback on events.
• Making last-minute changes (especially with travel) and providing contingency plans.


• Serves as the main liaison with meeting planning companies for hotel contracts and coordination of all details for events and trips.
• Maintains responsible spending for all projects based on approved budget and tracks all expenses by event.
• Researches, recommends, purchases and maintains inventory of branded items; as well as handles distribution of items to appropriate staff and/or send to events on behalf of Sales and Marketing department.
• Serves as the Sales and Marketing team liaison with the volunteer committee for any local company events (including a company outing or celebratory event) and manages to plans accordingly.
• Upon request, helps book Sales and Marketing staff travel elements.
• Supports Sales and Marketing team and other departments on an as needed basis.
• Willingly takes on additional responsibilities as requested in order to accomplish department and company objectives.
• Actively participates and contributes to the goals and objectives of the Company by working collaboratively and fostering a positive and inclusive work environment.

Skills and Abilities:

• Exceptional communication and presentation skills, both verbal and written.
• Ability to proactively identify and solve problems and issues of all types.
• Ability to establish positive relationships and work effectively with all departments and affiliates to ensure integration of strategic goals and principles.

• Demonstrates thorough, in-depth knowledge of company practices, processes and procedures - both in sales and administration.
• Strong understanding of EquiTrust Sales administration systems.

• Maturity and discretion in sensitive situations.
• Capability to utilize technology to work more efficiently, more productively and as an auditing tool.
• Ability to interact with all levels of internal and external resources, vendors as well as other departments.
• Strong problem-solving abilities.

• Customer service and productive office management necessary.
• Exceptional organizational skills and excessive attention to detail.
• Strong knowledge of travel industry.
• Proven analytical skills for budget management and analyzing vendor costs.
• Ability to work under tight and changing deadlines, some overtime and non-traditional work hours will be required for special projects or tight deadlines.
• Proven ability to manage many projects, many with competing priorities and deadlines.
• Ability to come up with processes that help ensure all deadlines are hit, along with writing and proofing all communication materials for accuracy that are used with attendees and staff.
• Ability to use Excel on a daily basis to track and plan events; along with Microsoft Office, Outlook, Word, PowerPoint, phone apps and more.
• Carries out responsibilities in a manner that is consistent with EquiTrust's Core Values and focus on customer service.
• Helps to create an environment of openness and trust for all employees and strives for continued professional development.

Training or Work Experience:

• If Associate Degree: Minimum 5 years of travel and event coordination experience with focus on event planning, site development and travel arrangements. Working knowledge of costs and logistics management of an event required.
• If Bachelor Degree: Minimum 3 years of travel and event coordination experience with focus on event planning, site development and travel arrangements. Working knowledge of costs and logistics management of an event required.
• Experience working in the insurance industry preferred.
• 2 years of sales or relationship management experience preferred.

Education:

• Associate Degree required.
• Bachelor's Degree preferred.

Working Conditions:

• Moderate travel (20 - 50% of the time).

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EquiTrust is an Equal Opportunity Employer and participates in the U.S. Federal E-Verify program. Applicants have rights under federal and state employment laws. To learn more, visit https://www.equitrust.com/careers/opportunities/federal-and-state-employment-laws/.