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Meeting Planner
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#448735
Full Time
Job Description
Job Title: Bi-lingual Meeting Planner (English/German)
Location: 100% Remote
Duration: 06+ Months
Pay Rate: $40-$45/hr
Time Zone: EST 06:00/07:00 AM
Fluent in English and German
Roles & Responsibilities
PROCESS MANAGEMENT:
o Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
o Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
o Manage and negotiate any additional hotel needs, destination management company (DClient), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.
o Communicate between Information Technology support and clients for web requirements on assigned programs.
o Work with creative team to produce program materials.
o Coordinate and possibly attend site inspections as needed.
o Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
o May conduct program debrief with client.
o Work with accounting to complete final bill, review final billing prior to final invoicing to client.
o Maintain accurate records, system input, and complete file management as outlined in Client GBT M&E and client policies and procedures.
o Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
o Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.
o Source/Contract 3rd party suppliers
LEADERSHIP AND RELATIONSHIP MANAGEMENT:
o Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
o Work closely with support departments to exceed client requirements and objectives.
o Partner with third party suppliers to arrange their services.
o Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. Ensure program objectives are executed.
o May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives.
o Develop strong relationships with multiple contacts within client and supplier organizations.
o Review processes and offer solutions/additions as needed.
FINANCIAL MANAGEMENT:
o Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
o Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
o May initiate and reconcile supplier payments.
o Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.
o Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
Requirements:Qualifications:
o 5+ years experience.
o Certified Meeting Planner (CMP) designation highly preferred.
o 4-year degree preferred.
o Strong sourcing background for party suppliers
o Ability to communicate effectively and professionally with all levels of management and clients.
o Ability to work accurately and timely – to meet deadlines.
o Ability to be flexible and handle change well.
o Required experience with meeting industry technology - (CVENT)
o Advanced oral and written presentation skills required.
o Ability to travel by airplane, boat, rail and/or car
Location: 100% Remote
Duration: 06+ Months
Pay Rate: $40-$45/hr
Time Zone: EST 06:00/07:00 AM
Fluent in English and German
Roles & Responsibilities
PROCESS MANAGEMENT:
o Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
o Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
o Manage and negotiate any additional hotel needs, destination management company (DClient), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.
o Communicate between Information Technology support and clients for web requirements on assigned programs.
o Work with creative team to produce program materials.
o Coordinate and possibly attend site inspections as needed.
o Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
o May conduct program debrief with client.
o Work with accounting to complete final bill, review final billing prior to final invoicing to client.
o Maintain accurate records, system input, and complete file management as outlined in Client GBT M&E and client policies and procedures.
o Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
o Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc.
o Source/Contract 3rd party suppliers
LEADERSHIP AND RELATIONSHIP MANAGEMENT:
o Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
o Work closely with support departments to exceed client requirements and objectives.
o Partner with third party suppliers to arrange their services.
o Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation. Ensure program objectives are executed.
o May be requested to manage VIP, C-Level special projects and oversee VIP logistics/Incentives.
o Develop strong relationships with multiple contacts within client and supplier organizations.
o Review processes and offer solutions/additions as needed.
FINANCIAL MANAGEMENT:
o Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed.
o Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
o May initiate and reconcile supplier payments.
o Work with leader to forecast overall program financials to ensure monthly tracking for actual spend.
o Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
Requirements:Qualifications:
o 5+ years experience.
o Certified Meeting Planner (CMP) designation highly preferred.
o 4-year degree preferred.
o Strong sourcing background for party suppliers
o Ability to communicate effectively and professionally with all levels of management and clients.
o Ability to work accurately and timely – to meet deadlines.
o Ability to be flexible and handle change well.
o Required experience with meeting industry technology - (CVENT)
o Advanced oral and written presentation skills required.
o Ability to travel by airplane, boat, rail and/or car
