Event Manager

Operational delivery

• Ongoing key operational client contact: Act as the key client contact for program including proposal creation and presentation, contracting, regular WIP reviews, ongoing engagement, and escalation as needed.
• Manage various events, including but not limited to:
• Conferences
• Briefings
• Teleconferences and webcasts
• Third-party events
• Ongoing leadership and management of support teams and coordinators to deliver best results.
• Source, negotiate, contract, and manage all vendors and suppliers for the meeting on clients behalf and ensure quality services at efficient rates.

This includes:

• Audio visual
• Catering
• Accommodation
• Special materials as required.
• Create and manage critical paths for events, including key dates internally and externally.
• Create, design, and manage all aspects of the program. This includes:
• Food and beverage
• Activities
• Transport
• Theming
• Represent ION professionally at the events and ensure that the exhibition area is well presented.

Attendee management

• Manage attendees and associated aspects, including:
• Initiations
• Itineraries
• Rooming lists
• Special needs
• Dietary requirements
• Attendee communications
• Prepare event materials and post information on websites as needed.
• Send invitations to clients, oversee the delegate registration process, and monitor registration levels, communicating with relevant internal parties and external vendors.

Management of vendors and suppliers

• Create and manage the initial, negotiated, working, and final budgets throughout the program in an accurate and timely manner.
• Proactively manage event and account profitability.

Strategic planning

• Develop and deliver a strategic events plan to promote and showcase the ION product-set across the region.
• Work closely with management, product strategists, analysts, and sales representatives to support marketing efforts.
• Help with the development of an annualized event plan, including budgetary development, tracking, measurement, and marketing strategies.
• Conduct pre and post-event analysis.
• Keep abreast of wider industry initiatives and trends to report regularly to the business and enhance future strategic planning.
• Work on other projects as assigned.
• Perform full post-event financial reconciliation within SLA parameters.
• Meet all deliverables and SLAs, internally and externally.
• Understand comply with ION policies.

• You re an expert in Event Management Operations. You re driven, and you thrive on providing excellent service to clients and exceeding internal and external expectations.
• You have outstanding administration and time management skills and you re efficient and practical in your work.
• You re passionate about the meetings industry. You have fun and always deliver events with a smile.

Required

• 3-10 years of proven event management experience.
• Proficiency with Microsoft software including Word, Excel, and PowerPoint.
• Proficiency with events software, such as Cvent, or similar.
• Ability to work within budgetary parameters, meet critical deadlines, and handle multiple projects simultaneously.
• Excellent written and verbal communication skills, with the ability to present and engage with a senior stakeholder.
• Excellent interpersonal skills, with the ability to build strong professional relationships at all levels.
• Strong analytical skills.
• Experience of working with internal corporate clients to develop programs. Proposals, presentations, barter agreements, onsite event management through to final billing.
• Ability to work on global projects
• Vendor management with A/V, branded merchandise, FB, and Destination Management Companies.
• Flexibility, attention to detail, and the ability to work under pressure.
• Comfortable working independently and as part of a team.
• The ability to work proactively, multi-task, and meet tight deadlines without close supervision.
• Some digital platform experience such as Webex or Zoom a plus
• Estimated travel: approximately 20%.

Preferred

• Diploma or university degree in hospitality, tourism, marketing, or a related field.

Other

• Travel to events as required (early morning and late nights occasionally required).
• Some heavy lifting may be required.