Event Experience Manager - Hybrid, Based in Indianapolis, IN

Meetings & Incentives Worldwide, Inc.

6d•Hybrid

About The Position

The Event Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and stay in compliance with the corporate and/or pharmaceutical guidelines. Hybrid role: Work from home, and client offices located near Indianapolis, IN

Requirements

College degree or equivalent experience
Minimum 2-3 years of experience in the meetings industry, specifically in operations
Knowledge of virtual and hybrid event options
Proven excellent oral and written communication skills in both internal and client-facing environments
Demonstrated track record of successfully managing multiple projects simultaneously
Ability to deliver creative outputs in a constricted timeline while maximizing available resources
Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
Experience with database management programs (Cvent preferred)

Nice To Haves

Experience working in a virtual office environment a plus
Experience in life sciences event operations a plus

Responsibilities

Project Management with consultative approach for virtual, hybrid or in person meetings
Client, Financial, and Vendor Management
Onsite Services
Manage multiple projects on tight timelines
Event Management
Follow all client mandated SOPs as required
Digital producer and/or tech support for your own events
Work with the Procurement Department to source and secure event space and guestrooms
Understand, review and monitor contract terms, space, and guest room blocks
Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all times
Create and manage event resume, event specification sheets and client and internal timelines based on company and client SOPs
Have a working knowledge of Event Software capabilities; prefer skills to build non-complex program registration sites and the ability to guide clients on website development that produce quality reports to fulfill the owner’s needs
Understand registration and reporting expectations for event. Able to support and manage attendee communications, reporting, rooming lists, badge creation, event reporting and housing inquires
Guide internal and external teams throughout process through effective communication and organized plans
Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed
Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event
BEO review and execution
Coordinate and schedule all required ground transportation using preferred vendors
Creation/coordination of distribution of travel letters and departure notices
Full understanding of client financial internal requirements and deadlines
Budget creation/management
Manage all event related payment requests and processing
Full audit and reconciliation of the hotel and other vendor invoices
Cost savings worksheet creation and management
Final invoice document management
Reconciliation management including estimated invoice and final invoice requirements
Onsite travel for program execution
Be a true leader onsite-for internal team/client and attendees
Create and manage Onsite Emergency Preparedness Plan for your event
Understand policies and issues pertaining to events with HCPs in attendance
Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)