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Event Manager, Senior

Ita Group Inc
Full-time
On-site
West Des Moines, Iowa, United States




POSITION DESCRIPTION

The Senior Event Manager coordinates the operation of complex group travel programs for specific clients and serves as a leader for the internal team. The Senior Event Manager ensures all established quality control measures, deliverables, expectations and business practices are met across all applicable business units.  They serve as a mentor to Program Managers and assist with the development and implementation of training objectives.

 

ACCOUNTABILITIES & PERFORMANCE EXPECTATIONS 

  • Lead the development, implementation and execution of operational plans for the programs assigned. Direct a multi-functional team of subject matter experts, from technology, registration, communications, customer service, air operations, analytics and amenities, in support of the client program(s); maintaining consistency in meeting all established timelines, quality control measures and workflows.   
  • Provide quality control by reviewing, proofing and approving all deliverables that will be sent to the client including proposals, specification documents, contractual documents, demonstrations, invoices, reports, collateral materials and websites. 
  • Facilitate team meetings with assigned team members to ensure programs are developed effectively for launch and operations.  Evaluate ongoing status to ensure requirements are being met in alignment with contractual agreements. Oversee the team’s execution of all operational directives to support a successful program. Provide regular client updates regarding program/account status, timelines and other relevant information. 
  • Foster team-building and resolve account level issues as raised by client contact and/or the internal team.  
  • Ensure all team members understand client expectations and that ITA Group is positioned as an extension of our client’s business.  Provide one-on-one insight for team members assigned to a given program/account. 
  • Establish expectations with client stakeholders to ensure clear understanding of program objectives prior to launch and operations.  Measurement criteria should be quantified, qualified and aligned with business objectives as programs are launched and operated.   
  • Confirm program pricing through signed contractual agreements with suppliers (hotel, destination management, entertainment, others). 
  • Ensure accurate and complete client invoicing takes place and follow the corporate invoice process. Review delinquent invoice report and collaborate with the Business Development Manager (BDM) on client communication follow-up. 
  • Manage program budget and control cash flow from clients to ITA Group to suppliers:
    1. Complete necessary program re-costs and prepare contract addendums.
    2. Adjust client billings.
    3. Coordinate invoicing clients for payments.
    4. Coordinate domestic and international supplier payments.
    5. Maintain and attempt to increase specified program profitability.
    6. Monitor international exchange rates and keep client advised on how the current exchange rate will affect their program budget.
    7. Provide clients information on forward contracts to lock in an exchange rate on foreign currency.
    8. Manage and track negotiations on the program specific Cost Savings Analysis.
    9. Manage all hotel, food & beverage, and activity attrition to avoid unnecessary penalties. 
  • Maintain electronic files which contain all pertinent program information. 
  • Negotiate land arrangements, which include but not limited to menus, décor, entertainment, transfers, tour, and activities, in order to offer a fair, competitive price while maintaining a specified profit margin.  
  • Monitor and assess customer service (i.e. call center) performance against stated service level agreements (if applicable). Continually evaluate training and documentation based on topics and questions received. 

 

POSITION REQUIREMENTS

  • Bachelor’s degree in Business, Liberal Arts, Public Relations, or Communications required. 
  • Five years experience in the group travel industry in a position of similar accountabilities and responsibilities, or a minimum of three-years experience in ITA Group’s Event Management division.  
  • Strong organizational skills and the ability to manage details. 
  • Ability to handle numerous projects, prioritize workload and delegate responsibility. 
  • Experience in effective communication and relationship building skills, business writing and client presentations. Ability to interact with all levels of client management.   
  • Proficiency with Microsoft® PowerPoint, Microsoft® Word and Microsoft® Excel. Experience with Project Management Software, Visio and CRM system knowledge a plus, but not required.  
  • Knowledge of financial and accounting principles with experience in preparing and assessing financial budgets and profitability.  
  • Experience in negotiations in a business environment. 
  • Excellent human relations skills with the ability to be flexible and sensitive to people's needs. 
  • Ability to think and act in a proactive manner. Capable of seeing the big picture while understanding how each element contributes to the greater whole.  Must be competent to project how a change or delay in one area will impact the overall project. Willingness to try new ideas and challenge status quo. 
  • Experience in working with cross-functional teams. Excellent interpersonal skills with the ability to take and give direction within a matrix organizational structure and team environment. 
  • Ability to generate enthusiasm and dedication to support team members in order to achieve client business objectives. 
  • Ability to display a sense of urgency, ownership and accountability.  
  • Ability to listen, understand and respond to external and internal customers’ needs in a timely manner; customer service experience in a service-related industry preferred. 
  • Ability to work the time necessary to complete projects and/or meet deadlines. 

 

To perform this job successfully, an individual must be able to complete each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required.

ITA Group, Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Company will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Company. 

 



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