Planner Resource and Travel Management Contractor

Planner Resource and Travel Management Contractor

Grapevine, TX 76051 / Irving, TX 75039 or Stamford, CT 06902

6+ Months

Hybrid

Potential need to be onsite in 1 Conference during the assignment in Grapevine TX but not 100% confirmed / aside from that no travel anticipated.

The primary focus of this role is to support the Resource & Travel team processes and projects. This individual will manage the team inbox and will be responsible for responding to all emails and actioning resourcing / staffing changes and requests for stakeholders across the Conferences business. This person will be working in Microsoft Excel daily, including maintaining formulas & reports to enable leaders to make informed decisions on resourcing / staffing for 40+ global conferences per year.

It is important for this individual to learn the role and responsibilities of all functional teams. Partnering with their immediate team and key stakeholders across multiple teams, this self-starter should continually seek opportunities for improvement to help the Conferences organization evolve and scale effectively in a changing environment.

• Manage the Conferences Resource & Travel inbox, responding to email inquiries within 24-48 hours.
• Track all email inquiries via shared team resource and assign category and status to track and highlight volume per quarter.
• Establish necessary flows of communication to the Resource & Travel team while maintaining an organized inbox.
• Action requested changes across all tools and consistently escalating to manager when necessary.
• Maintain a strong line of communication with stakeholders, ensuring all emails and actions have been processed, information has been shared with affected teams, and following up with stakeholders when necessary.
• Independently and confidently communicate with senior-level executives to request information required to update tools or meet deadlines.
• Support with management of Conference Allocation and Conference Delivery Support List tools, ensuring data & formula consistency and accuracy across all tools and reporting in Excel.
• Partner with Logistics, Associate Registration, and Housing teams to communicate and expedite next steps for late changes / additions to conference resourcing.
• Create & maintain documentation (FAQs & Setback schedule) and tools within SharePoint.
• Manage post conference audit process and maintain documentation related - tracking walk in and no-show associates and provide analysis by division for approval by manager.
• Partner with the Resource & Travel team to provide support during bi-annual travel allocation & review process.
• Prioritize, improve, and manage multiple tasks in a data-driven, high-performance environment.

• Bachelor’s degree is required.
• 2-4 years’ experience in Travel Planning, Project Management, Conferences/Events or Consulting.
• Conference or event experience preferred.
• Exceptional oral and written communication skills; demonstrated ability to speak/write clearly and persuasively.
• Ability to think critically, quickly understanding how tools / information / teams are connected.
• Fully competent in Microsoft Office, especially Excel.
• Exceptional collaboration skills with proven ability to build partnerships across lines of business.
• Ability to efficiently prioritize and be proactive in a dynamic work environment.
• Consistent demonstration of integrity, collaboration, no-limits mindset, objectivity, and delivery of results.
• Inquisitive, creative, and innovative with exceptional problem-solving skills and strong attention to detail.