Events Project Manager (Meetings and Incentives)

Direct Travel • Schaumburg, IL

1d • Hybrid

About The Position

The Project Manager (PJM) is responsible for effectively managing projects and
leading, guiding, and consulting clients. The PJM supports the Program Manager
in operational planning of programs, manages multiple aspects on programs, and
acts as the secondary client contact. Additionally, the PJM may be responsible
for coordination of site inspection planning and ancillary meeting management.

This position is hybrid with 2 days in your local office: Schaumburg, IL,
Appleton, WI, or Emeryville, CA.

Expedition Expectations

Client:
Functions as secondary client contact and works diligently to develop a
strong relationship with internal and client teams
Consults with client to determine goals, needs, objectives, expectations, and
budget of the program under the leadership of the Program Manager; ability to
lead, guide, and consult the client
Is a resource to the client for program development; functions as an
essential part of the team by managing projects involved in the planning
process
Builds valuable knowledge about the industry to provide the client with
creative and compelling concepts
Assess the style of the client and their preferred communication mode and
adapts accordingly
Schedules, facilitates, and creates required documentation for client
planning calls and debrief meetings to evaluate program results

Program Operations:
Support program logistics which may include site selection, room sets, audio
visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows,
etc.
Manages gift and communication campaigns/mailers against pre-set budget from
program design through fulfillment
Is responsible for production and quality check of all written attendee
communication pieces for website, confirmation letters, mailings, etc. using
both internal and external resources
Assists in the development of program specification documents to ensure
operational details are provided to the on-site team
Files, updates, and maintains all information in SharePoint program folders
during pre-program planning and post program debrief
Prepares staff uniforms, program documents, and travel staff information for
on-site
Facilitates printing and shipping for programs from office warehouse
Is accountable for successful project outcomes, which can include travel to
execute project

Budget and Financial Management:
Process contracts, invoices, expenses, and check requests
Provide client/Program Manager with accurate budget estimates per-event and
ensure post-event billing reflects these estimates
Provides final billing reconciliation and supporting documents for applicable
projects
Assists with cost-savings, billing, invoicing, and profitability
Assist with tracking and reconciling all expenses, ensuring expenses are
within budget

Leadership:
Seek feedback, absorb, and act in the spirit of continuous personal
development
Be a sought-after partner by building trust with clients, internal team, and
external partners
Establishes, communicates, and monitors all timelines and budget parameters
Works with all internal departments (as applicable per program) for the
successful execution of the projects, such as: Travel Services, Creative
Services, Technology Services, Registration Services, Merchandise, and
Finance
Gathers, shares, and applies learnings for continuous process improvement
Can adapt and work successfully with any client, partner, and program

Working Conditions:
Ability and willingness to work extended workdays and possible weekends
Accessible during acceptable working hours identified per project/program
Travel may be required to oversee projects through execution
Frequent use of a computer and other office equipment
Ability to lift 20 lbs.
Frequent sitting, standing, and walking
Ability to adhere to hybrid office policy

Requirements

• Bachelor’s Degree, preferably in Business, Hospitality, Event Planning, or a combination of education and work experience required, preferably in event planning
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tool
• Must be able to behave in a manner that reflects our organization’s Vision and Core Beliefs
• Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation; be able to work cross-functionally and develop strong and positive internal and external relationships; and be a strong team player
• Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines
• Must possess strong verbal and written communication skills
• Must possess proven leadership skills to lead a team and mentor other roles
• Must be able to actively listen, instill confidence, and present information with confidence
• Must possess self-awareness to understand strengths and weaknesses and how behavior impacts others
• Must be professional with clients, suppliers, and colleagues
• Must be a creative thinker with the ability to gather and analyze information and conceptualize solutions
• Must model a positive, solution-based approach and be flexible and open to change
• Must be able to work autonomously while thriving in a team environment
• Must be able to maintain confidentiality

Responsibilities

• Functions as secondary client contact and works diligently to develop a strong relationship with internal and client teams
• Consults with client to determine goals, needs, objectives, expectations, and budget of the program under the leadership of the Program Manager; ability to lead, guide, and consult the client
• Is a resource to the client for program development; functions as an essential part of the team by managing projects involved in the planning process
• Builds valuable knowledge about the industry to provide the client with creative and compelling concepts
• Assess the style of the client and their preferred communication mode and adapts accordingly
• Schedules, facilitates, and creates required documentation for client planning calls and debrief meetings to evaluate program results
• Support program logistics which may include site selection, room sets, audio visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows, etc.
• Manages gift and communication campaigns/mailers against pre-set budget from program design through fulfillment
• Is responsible for production and quality check of all written attendee communication pieces for website, confirmation letters, mailings, etc. using both internal and external resources
• Assists in the development of program specification documents to ensure operational details are provided to the on-site team
• Files, updates, and maintains all information in SharePoint program folders during pre-program planning and post program debrief
• Prepares staff uniforms, program documents, and travel staff information for on-site
• Facilitates printing and shipping for programs from office warehouse
• Is accountable for successful project outcomes, which can include travel to execute project
• Process contracts, invoices, expenses, and check requests
• Provide client/Program Manager with accurate budget estimates per-event and ensure post-event billing reflects these estimates
• Provides final billing reconciliation and supporting documents for applicable projects
• Assists with cost-savings, billing, invoicing, and profitability
• Assist with tracking and reconciling all expenses, ensuring expenses are within budget
• Seek feedback, absorb, and act in the spirit of continuous personal development
• Be a sought-after partner by building trust with clients, internal team, and external partners
• Establishes, communicates, and monitors all timelines and budget parameters
• Works with all internal departments (as applicable per program) for the successful execution of the projects, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance
• Gathers, shares, and applies learnings for continuous process improvement
• Can adapt and work successfully with any client, partner, and program

Benefits

• Medical
• Dental
• Vision benefits
• employee rewards and recognitions program
• Total Rewards Package which includes Wellness, Sustainability, DE&I initiatives, and Mental Health Support

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level