Meeting and Event Manager

At CGi, our mission is to create growth and strategic results for associations, businesses, meetings and events. We are a small but progressively growing company under 50 employees with our headquarters based in Little Rock, AR and remote staff across the U.S. This position is remote based. You can find out more about what we do by visiting our web site at https://www.cgiresults.com and also visiting our client site at https://www.acmaweb.org

CGi provides an array of services: association and event management services, as well as educational and analytical products/services to hospitals and health system clients. Our commitment to maintaining the highest standards of quality and client satisfaction allow us to facilitate the growth and success of each of our valued clients. We believe that our employees and their contributions are critical in this mission.

CGi is seeking individuals with strong service orientation, a desire to work collaboratively, and a predisposition towards high standards and striving for excellence. If you are self-driven, data-oriented, have great attention to detail, and are excited by challenges, we want to hear from you!

GENERAL DESCRIPTION OF POSITION

The Meeting and Event Manager will provide account management services to manage approximately 15-18 chapter conferences held across the United States throughout the year. This position will work as a team with another Meeting and Event Manager to plan, manage other national events and ad hoc client meetings and will have project management oversight for meeting and event-related tasks.

This position will collaborate with Chapter Relations, Sales, Marketing, and Accounting teams to reach each event goal and will work with external vendor services to execute meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

·      Works with Marketing, Accounting, and Sales teams to project attainable and strategic goals – attendance, revenue and net income

·      Prepares and monitors annual budgets and related expense requests for assigned conferences and meetings

·      Serves as a meeting planner for national meetings and client meetings as well as the direct conduit to chapter leaders in the planning and delivery of annual chapter conferences through an account management role in working with internal and external teams to oversee:

o  Facilitation of conference date selection, site preference, booking options, and necessary details related to onsite needs

o  Coordination of desired venue attributes and submits standardized venue requests to CGi’s designated site selection firm

o  Working through the site selection firm, ensures that contractual details are best negotiated for each event. Audits contracts to ensure company standards for contracted services and attendee experience

o  Collaboration with speaker management team members and other departments to determine optimal conference schedule of events and speakers and ensures attainment of professional continuing education credits

o  Collaboration with Marketing to ensure execution of marketing plan for the meeting/event

o  Oversees website updates for all assigned meetings/events. Completes meeting/event template and activates online registration

o  Oversees the logistics of onsite registration and customer service

o  Plans and submits budget compliant food and beverage orders by contractual deadline

o  Secures audio visual proposals, selects A/V company and submits budget compliant A/V orders

o  Plans and ensures all signage is designed, printed and ordered/shipped

o  Manages food and beverage, audio/visual, signage and labor logistics for each event

o  Coordinates with sales team to organize logistics of exhibition space

o  Provides coordination for the use of mobile application and communications during each event, as needed

o  Manages speaker communications, travel, hotel, onsite needs, and fulfilling contractual obligations for speakers

o  Manages event budget to ensure all invoices fall within company compliance standards and are processed timely with appropriate completed documentation

o  Follows internal processes to ensure accurate, timely completion and submission of conference/event related receivables, payables and financial forms pre and post event

o  Meets or exceeds performance standards and goals related to: attendee and exhibitor satisfaction, contracting and event planning deadlines, conference budget adherence, expenses and revenue targets. Audits post event performance data and integrates said data into future planning

o  Oversees and ensures on-site meeting/events comply with company standards

·      Manages projects and tasks related to meeting management and registration platforms.

·      While performing the duties of this job, employees are regularly required to sit, walk and stand, talk or hear, both in person and by telephone, use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.

EDUCATION AND EXPERIENCE

·      Bachelor’s Degree from an accredited university

·      Minimum of 3 years meeting and/or event planning experience – preferably in the association management industry

·      Experience planning, implementing, and achieving goals

·      Knowledge of industry trends, tools, and best practices

·      Data management, analytic, and software application skills

COMMUNICATION AND CRITICAL THINKING SKILLS

·      Superior attention to details

·      Superb organizational and follow up skills

·      Excellent verbal, written, and interpersonal communication skills

·      Demonstrated project management and problem-solving skills with an ability to manage multiple priorities and deadlines at once

·      Ability to work effectively in a team environment, nurturing cooperative working relationships with diverse groups

SOFTWARE SKILLS REQUIRED

·      Proficient in standard Microsoft Office programs, including Microsoft Word, Excel, PowerPoint, Teams and Outlook

·      Experience with project management tools and platforms

EXPECTED TRAVEL

·      20 - 25% - annually, including some weekends

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CGi IS AN EQUAL OPPORTUNITY EMPLOYER.

NO PHONE CALLS PLEASE. NO RECRUITMENT FIRMS PLEASE.