Meetings & Events Manager

Title : Meeting & Event Manager

Position Purpose :

Responsible for the logistical planning and execution of all Customer and Partner Services events, Partnership Education and Network events such as : the Annual Partnership Meeting, the Rose Awards Ceremony, Hometown Tourist Day, Celebrate Services Day, Attendance Builders, and Services sponsored.

This position will also plan and execute ancillary events related to the Customer and Partners Services department.

Benefits :

Visit Detroit offers a selection of benefits designed with your health and financial wellbeing in mind. We review our benefit programs each year to ensure we consider the best combination of benefit coverage, network access and affordability for employees.

In addition to health and welfare benefits, we have 11 paid company holidays per year, plus 1 floating holiday and opportunities to earn additional time off by referring new employees.

Paid Time Off allotment for new hires (Sick, Personal and Vacation Combined), is 17 days per year. This is prorated based on full months projected to work in the calendar year.

We also provide up to 4 percent 401(k) matching contributions after a minimum 6 month waiting period, 100% vesting upon entry.

We also pay for parking in a covered parking structure just across the street.

Preferred Qualifications :

• 7+ years of event planning experience.
• Hospitality industry experience and CMP designation.

Minimum Qualifications :

• Bachelor's degree, preferably in Hospitality, business, or related field or equivalent experience
• 5 - 7 years of experience in event planning.
• Experience supervising the work of contracted service firms.
• Intermediate to advanced skills in computer software. Proficiency in MS Office programs, including Outlook, Excel, PowerPoint, and Canva.
• Valid, unrestricted Michigan drivers license.

Major Job Dimensions :

• Work with the Vice President, Customer and Partner Service, Partner Services team, and Convention Services Manager to establish and execute all events associated with the C&P department.
• Determine and establish tactics, communicate to internal and external clients, and recommend the most effective tactics and plans to execute a successful event.
• Coordinate and evaluate the execution of designated events against stated goals, including establishing themes, managing the registration process, establishing timelines, contracting with vendors, supervising execution, and conducting follow-up with participants to track customer satisfaction and identify improvement areas.
• Work with clients to plan, organize, and execute promised hosted events in Detroit / Metro-Detroit region.
• Develop seamless working relationships with the Marketing, Communication, and Sales departments to execute successful events.
• Negotiate contracts for events with suppliers and vendors.
• Maintain the budgets / reports for all assigned events with the project owner. Track costs and stay within the established budgetsprocess payments for events : In collaboration with finance team as needed.
• Plan pre-event meetings with participating staff to review events, roles, and responsibilities.
• Plan post-event meetings with participating staff to discuss successes and lessons learned.
• Conduct site visits to venues for planning purposes
• Effectively manage the volunteer workforce for events
• Work with the Marketing Department on design elements, event signage, and other graphics / materials to ensure critical marketing messages are consistent with the Visit Detroit brand.
• Integrate consistent brand identity messages in all events and programs.
• Work with event suppliers, as needed, in various markets and interact with clients when confirming travel and accommodation plans.
• Committed to partnering with Visit Detroit in embedding diversity, equity, and inclusion into company culture and operations, and actively contributing to creating a welcoming and inclusive environment for all employees and stakeholders.

Additional Responsibilities :

• Solicit discounts and complimentary resources from partner companies to deliver the best quality events at the lowest possible cost.
• Suggest themes, copy, and graphic treatments for event marketing materials, including invitations, signs, gifts, etc.
• Establish positive relationships with partners and other vendors.

Knowledge, Skills, Abilities and Other Characteristics Required :

• Knowledge of function space capabilities, capacities, and set-up procedures.
• Ability to establish planning and execution timelines, as well as itineraries, within a pre-determined schedule.
• Ability to develop creative themes and effectively communicate them to others.
• Ability to speak well before groups and direct group activity.
• Ability to work independently, as needed.
• Ability to travel occasionally.
• Willingness and ability to work early mornings, evenings, weekends and occasionally holidays as required.
• Ability to perform essential functions that typically involved reading text on a video display monitor and using a keyboard for extended periods.
• Excellent communication skills including the ability to clearly express thoughts, ideas, and concepts, verbally and in writing, in the English language.
• Skilled in organizing, prioritizing, and analyzing multiple assignments simultaneously.
• Ability to think and manage creatively in a fast-paced work environment.
• Ability to develop and maintain effective working relationships with supervisors, peers, colleagues, and external stakeholders.
• Maintains a positive and professional work attitude, appearance, and behavior even in the most demanding situation.
• Ability to work effectively in both remote and in-person work environment; proficient using video conferencing software and other remote work tools.

Working Conditions and Physical Requirements :

• Office work involves extended periods of sitting or working at a desk and / or utilizing repetitive typing motions on a computer or laptop.
• Ability to perform extensive standing and / or walking for work-related assignments and events.
• Occasional travel requirements as related to business needs.
• Ability to lift push, and or carry up to 40lbs. occasionally

The above is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract.

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