Event Manager

Job Description

What you’ll do:

• End to End project management
• Communication with meeting owners
• Negotiation (Financial, Contractual etc.) with suppliers
• Exhibit leadership skills when managing project team
• Operational management of the event database CVENT (planning, registration, final budget reconciliation)
• Operational management of the event database CVENT (planning, registration, final budget reconciliation)Accurate and timely data management
• Logistical coordination of the event
• Maximizing revenue per event and understanding of overall contribution to revenue and P&L throughout event and for final budget reconciliation
• Sound Company product knowledge and ability to cross sell products where possible
• Analytical Reasoning – using analysis of today’s meeting data for future event delivery
• Onsite assistance
• Financial and Data Reporting per event, per client
• Additional duties as requested

What we’re looking for:

• Fluent Business English
• Customer care excellence Proficiency in Word, Excel, and PowerPoint
• High level of attention to detail
• Proficiency in Cvent or similar system an advantage – data entry, eRFP, reporting, budget
• Knowledge of GDS: Group and individual reservations an advantage
• Minimum of 3 year’s experience in event management
• Flexibility and Ability to adapt
• Able to work well in a Team
• Used to working under pressure

Job specific tasks

The Event Management role contains the following tasks:

SOURCING

• Understand and meet SMM Client Service Level Agreements (SLA)
• Qualifying call with meeting owner to determine requirements of the event
• Work with the sourcing team to Identify appropriate venues according to client/event needs
• Follow Preferred Supplier Program
• Communication with suppliers, managing deadlines with supplier and client
• Budget creation and management
• Coordinate site Inspection trip if needed and assistance if required
• Secure meeting owner approval on budget and terms & conditions of suppliers
• Collect required data according to customer policies
• Secure contracts from suppliers to be signed
• Renegotiate best rates, contract conditions and payment terms
• Sign contracts with suppliers
• Issue timely deposit invoices to customer
• Make required payment to suppliers

LOGISTICS

• Identify opportunities to increase income/revenue: new products, additional services, improved services
• Liaise with suppliers
• Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)

Attendee Management

• Assistance with building event App if applicable
• Direct contact with attendees (if required)
• Reminders to meeting owner on cancellation and attrition deadlines
• Establish plan for transportation from origin cities to venue
• Coordinate transfers at destination
• Advise meeting owner about menu options
• Prepare documentation for attendees:
• Programme / Welcome letter / Badge / Air/Train ticket
• Prepare internal documentation for the event:
• Agenda with milestones and details of the event / Rooming list
• Transfer lists / Contacts
• Prepare meeting signage
• Alert meeting owner with updated budget if it increases more than 10%
• Updated budget to client prior to departure
• Ensure compliance to customer policies
• Issue invoices to customer as per agreement
• Make required payment to suppliers as per ad hoc agreements
• Briefing to onsite assistants/freelance staff

EVENT

• On site assistance including registration (if required)
• Ensure approval is received for any extra service required on site
• Negotiate cancellations/no shows to minimize costs

POST EVENT

• Re-negotiate cancellations/no shows to minimize costs
• Refund unused flights where possible
• Prepare specific report per event (transparency, compliance, expenses, savings…) and action Transfer of value (TOV) for Healthcare
• Professionals (HCP’s) if necessary
• Prepare actual Attendee status
• Prepare actual budget with final cost reconciliation
• Prepare final invoice for client or individuals

Location

• Ireland

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