Meeting and Event Manager

GENERAL DESCRIPTION OF POSITION

The Meeting and Event Manager is responsible for the strategic planning, execution, and oversight of event logistics for conferences and meetings, including projects and tasks related to meeting logistics and registration platforms. This position will collaborate cross-functionally with Account Managers, internal departments and external vendors to ensure compliance with company standards and goals, including organizational standards, timelines, financial goals, and strategic objectives.

• Lead the full lifecycle of conference and meeting management, ensuring high-quality execution and exceptional attendee experience for all assigned events.
• Collaborate with internal partners across Marketing, Sales, Accounting, Chapter Relations, and other departments to align goals, strategies, and execution plans.
• Manage key planning components including:
  • Collaboration of conference date, venue and site selection
  • Contract review and negotiation to meet company standards
• Facilitate and manage:
  • Food and beverage orders within budget and contractual deadlines
  • Audio-visual proposals, vendor selection, and A/V order submission
  • Conference signage design, production, and shipping
  • Exhibition space logistics in collaboration with Sales
  • Speaker management including travel, accommodations, and onsite needs
• Ensure meeting and event websites are accurate, professional, and aligned with strategic goals; activate online registration and oversee updates.
• Coordinate onsite event logistics and communications.
• Monitor budgets for conferences; ensure alignment with attendance and financial goals
• Manage event budgets to ensure all invoices fall within compliance standards and are processed timely with required documentation.
• Ensure submission of all event financial forms, receivables, and payables.
• Audit post-event outcomes and performance data; identify and implement improvements for future planning.
• Participate in continuous improvement to advance performance for CGi and its clients; proactively identify obstacles and recommend solutions.
• Ensure accurate timelines, reporting, and adherence to internal processes.
• Meet or exceed performance targets related to attendee/exhibitor satisfaction, contractual and planning deadlines, budget adherence, and revenue goals.

• 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 using data management, analytic and software application skills
• Knowledge of industry trends, tools, and best practices

• Superior attention to details, including 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

• Proficient in standard Microsoft Office programs, including Microsoft Word, Excel, PowerPoint, Teams and Outlook
• Experience with project management tools and platforms

• 20 - 25% - annually, including some weekends
• 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.

CGi is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit and business need.