Meetings & Events Manager

United Ohio Insurance Company

6h

About The Position

The Meetings & Events Planning Coordinator is responsible for organizing and executing internal and external events, meetings, and conferences to support business objectives and enhance client and employee engagement. This role ensures all events are professionally managed, align with company standards, and delivers a positive experience for attendees.

Requirements

• Strong Microsoft and office skills including Excel, Word, and PowerPoint.
• Excellent written and oral communication skills as well as interpersonal and organizational skills including the ability to influence others in a professional manner.
• Demonstrates the ability to manage multi-projects, meeting deadlines and handling competing priorities.
• Strong negotiation skills.
• Budgeting and financial management expertise.
• General knowledge of insurance products.
• Approaches work with strong detail-orientation.
• Bachelor’s degree in Hospitality, Event Management, Marketing or related field OR a minimum of five (5) years of work-related experience required.
• Proven experience in event planning and project management.

Nice To Haves

• Insurance coursework or designations a plus.

Responsibilities

• Creates event concepts that match business goals:
• Creates detailed event plans, timelines, and budgets
• Identifies event goals, target audience and success metrics.
• Handles contract negotiations for the biennial Centurion Trip and major corporate events involving the President/CEO.
• Administers and assesses event registration systems to guarantee a seamless user experience, accurate information sharing, and the upholding of a consistently professional image.
• Serves as the primary contact for third-party vendors involved in event planning.
• Works with third party vendors on the development, outsourcing, filing, and monitoring of continuing education (CE) courses offered by the company to independent agents.
• Identifies and develops Continuing Education (CE) programs for agencies in which Ohio Mutual is sponsoring an event, when not working with a third-party vendor.
• Creates a library of CE programs by working with the department to provide the CE.
• Writes the outline for the CE.
• Files it with the appropriate Department of Insurance.
• Prepares and administers the event budget:
• Negotiates contracts with vendors to optimize costs.
• Tracks expenses to ensure contractual obligations are met.
• Ensures that quality client/customer standards are always upheld.
• Responsible for marketing and promoting events:
• Collaborates with Corporate Communications for event promotion.
• Works with Corporate Communications to see that event collateral is developed such as agendas, signage, etc.
• Oversees logistics and overall management for events:
• Sources and books venues suitable for the event type.
• Manages vendor partnerships, including catering, décor, hotel accommodations, transportation, and related services.
• Ensures vendor deliverables meet quality and deadlines.
• Verifies that event venues comply with all building and safety regulations to ensure guest safety. Coordinates directly with the designated venue regarding disaster preparedness planning.
• Supervises event execution and troubleshoots issues.
• Ensures smooth flow of activities according to the schedule.
• Supervises associates and volunteers throughout the event.
• Conducts post-event evaluations and gathers feedback.
• Recommends improvements for upcoming events.
• Collaborates with the Vice President of Sales to develop and oversee the sponsorship budget.
• Coordinates and communicates sponsorship levels with industry groups and key team members attending.
• Oversees agency incentives via Awardco and collaborates with the VP of Sales for accuracy.
• Collaborates with the VP of Sales to prepare year-end reports for Centurion Trip qualifiers and other agency recognitions at the annual Spring Meeting.
• Collaborates with multiple departments to establish "Key Dates" for annual meetings and identifies opportunities to enhance efficiencies aligned with these timelines. Ensures timely and effective communication of all key dates to relevant business units and stakeholders.
• Prepares a comprehensive calendar and collaborates with Corporate Communications to establish a communication plan, ensuring consistency across all internal and external notifications.
• Facilitates training opportunities for agencies on the company's products and services, strategically identifying optimal timing throughout the year. Collaborates with multiple departments, including Corporate Communications, to ensure all training aligns with Ohio Mutual standards.
• Performs other duties as assigned.

What This Job Offers

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