Job Description

Hybrid role: Work from home, and client offices located near Indianapolis, IN. This position focuses on operations and works with the team to provide optimal services to the client, as well as delivering an optimal experience to the client\xe2\x80\x99s customers through the execution of their goals. This position works effectively and efficiently with the internal support teams, internal and external clients, and vendors. As an Event Consultant, you will serve as a resource and consultant on event policies, platforms, and tools \xe2\x80\x93 being comfortable consulting with all levels is needed.
What you will do here:

• Must be able to work and communicate effectively and efficiently with the internal Travel & Events support team, internal clients, and external vendors.
• Ability to follow client and internal meeting & event policies and SOPs.
• Willingness to be agile and comfortable with managing several different program responsibilities across multiple timelines.
• Ability to act as a project manager for special assignments, and account process improvement and innovation needs.
• Needs to be skilled in project management process to manage internal department workload assignments and administrative management.
• Maintain meeting database (Smartsheet) & project plans with continual updates/changes.
• Develop an understanding of the roles & responsibilities of other Travel & Events team members to most effectively support overlapping program types and needs.

Communication:

• Client and Management Communication
• Communication with the client must be clear, concise, and professional at all times
• Peer Communication
• Communication with peers must be based on mutual respect
• Sharing best practices and efficiencies to improve overall team performance
• Vendor Communication
• Communication with vendors must be professional
• The vendors used are considered our partners and are valuable to the continued growth and success of this business

Sourcing:

• Work closely with internal clients & planners to understand their meeting goals/objectives and provide hotel sourcing and destination location services to achieve those goals.
• Strong knowledge of US destinations, hotel chains, brands, and operating structure.
• Ability to drive clients preferred hotel program strategy.
• Consult directly with clients (external and internal) on meeting RFP requirements.
• Create and manage RFPs in client\xe2\x80\x99s instance of web applications (Bizly and Cvent).
• Manage and consult on RFP life cycle: work with hotel to clarify proposal responses, prepare availability grids/presentations, consult with client on decision process, negotiate final terms & concessions, and execute contract with hotel.
• Understand, manage, and perform within all hotel contract terms and conditions and deadlines regarding rates, room categories, upgrades and other room concessions and amenities, room blocks, attrition, and cancellation/rebook clauses.
• Manage post-program commission pick-up reporting and invoicing.

Small & Simple Meeting Planning:

• Understand event parameters to best consult and assist clients on the planning process for small & simple corporate events (internal and external).
• Negotiate with vendors to secure event arrangements (e.g., special venues, restaurants, production, etc.).
• Secure payment with client credit card and manage timely expense reporting and reconciliation for program expenses and vendor invoices.
• If needed, provide onsite event support for client; support home office (Indianapolis) based events, (less than 10%)
• Provide regular event status updates and check-ins with clients leading up to meeting dates.
• Help client track meeting budget.
• Provide quality control processes - example: cross referencing Ground Manifest vs. A/D Manifest, Hotel Rooming List vs Registration Rooming List, etc.

Attendee Management/Registration:

• Consult with clients on which registration platform will best fit their registration/meeting needs (Bizly, Cvent,)
• Coordinate with Web Build team to develop and test registration sites or surveys that fit the client\xe2\x80\x99s needs regarding functionality, content, branding, and data collection.
• Manage or consult on all attendee communications including but not limited to registration invitations, reminders, travel letters, informational communications, and surveys.
• Ability to make simple, minor changes directly to registration sites or surveys as needed.

Computer Skills:

• Proficient in Word including mail merges, agenda creation, tables, etc.
• Proficient in Excel including formatting, utilizing formulas for efficiency
• Database management programs
• Outlook (email management, tasks, and scheduling)
• Smartsheet
• Teams

What we expect:
Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence
• Role Level Function
• Interpersonal Skillset

What you will bring:

• College Degree or equivalent
• Minimum 2-3 years of experience in the meetings industry, specifically in sourcing and overall logistical management/event planning
• Prefer have knowledge of Bizly or Cvent
• Indianapolis area based (in office 2 days per month)
• Proven excellent oral and written communication skills
• Demonstrated track record of successfully managing multiple projects simultaneously
• Offsite travel may be up to 10%

What we provide:

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:
M&IW is a global event management firm specializing in virtual, hybrid, and in-person experiences of all shapes and sizes as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women\'s Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil. M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.
GLOBAL HEADQUARTERS:
10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com
M&IW associates located throughout the US, UK, Latin America and Asia Pacific Regions