Events Project Manager- Meetings and - Hybrid

Position: Events Project Manager- Meetings and Incentives- Hybrid

Events Project Manager – Meetings & Incentives – Hybrid

The Project Manager (PJM) is responsible for effectively managing projects and leading, guiding, and consulting clients. The PJM supports the Program Manager in operational planning, manages multiple program aspects, and acts as the secondary client contact. The PJM may also coordinate site‑inspection planning and ancillary meeting management.

This position is hybrid with 2 days in your local office:
Schaumburg, IL – Appleton, WI – Emeryville, CA.

Client

• Functions as secondary client contact and develops strong relationships with internal and client teams.
• Consults with the client to determine goals, needs, objectives, expectations, and budget under the Program Manager’s leadership.
• Serves as a resource for program development and manages projects involved in the planning process.
• Builds industry knowledge to provide the client with creative concepts.
• Assesses the client’s communication style and adapts accordingly.
• Schedules, facilitates, and documents client planning calls and debrief meetings to evaluate program results.

Program Operations

• Supports program logistics (site selection, room sets, audio‑visual, food & beverage, entertainment, décor, signage, exhibits/trade shows, etc.).
• Manages gift and communication campaigns/mailers against a pre‑set budget from design through fulfillment.
• Ensures quality of all written attendee communication (website, confirmation letters, mailings) using internal and external resources.
• Assists in developing program specification documents for the on‑site team.
• Files, updates, and maintains all program information in SharePoint during pre‑program and post‑program debrief.
• Prepares staff uniforms, program documents, and travel staff information for on‑site use.
• Facilitates printing and shipping of programs from the office warehouse.
• Is accountable for successful project outcomes, which may include travel.

Budget And Financial Management

• Processes contracts, invoices, expenses, and check requests.
• Provides accurate budget estimates per event and ensures post‑event billing reflects estimates.
• Reconciles final billing and supports documentation for applicable projects.
• Assists with cost‑savings, billing, invoicing, and profitability.
• Tracks and reconciles all expenses, ensuring they stay within budget.

Leadership

• Seeks feedback, absorbs, and acts for continuous personal development.
• Builds trust with clients, internal teams, and external partners.
• Establishes, communicates, and monitors all timelines and budget parameters.
• Works with internal departments (Travel, Creative, Technology, Registration, Merchandise, Finance) for project success.
• Shares and applies learnings for continuous process improvement.
• Adapts and works successfully with any client, partner, and program.

Working Conditions

• Ability and willingness to work extended days and possible weekends.
• Accessible during project‑defined hours.
• Travel may be required.
• Frequent use of computer and office equipment.
• Ability to lift 20 lbs.
• Frequent sitting, standing, and walking.
• Must adhere to hybrid office policy.

Passport to Success

• Bachelor’s Degree (preferably in Business, Hospitality, Event Planning, or related fields).
• Proficiency in Microsoft Word, Excel, PowerPoint.
• Knowledge of Microsoft Teams, SharePoint, One Drive, Zoom, and other collaboration tools.

Going the Extra Mile

• Behaves in a manner that reflects the organization’s Vision and Core Beliefs.
• Provides superior customer service and client consultation; works cross‑functionally and develops strong relationships.
• Exhibits excellent organizational, prioritization, and project management skills with detail orientation.
• Communicates effectively, both orally and in writing.
• Possesses proven leadership skills and mentors others.
• Actively listens and instills confidence in clients and colleagues.
• Self‑aware of strengths, weaknesses, and impact on others.
• Professional in behavior with clients, suppliers, and colleagues.
• Is a creative thinker, analyzing information and conceptualizing solutions beyond the obvious.
• Models a positive, solution‑based approach and adapts to change.
• Works autonomously while thriving in a team environment.
• Maintains confidentiality.

Seniority Level

• Entry level

Employment Type

• Full‑time

Job Function & Industries

• Project Management and Information Technology
• Travel Arrangements

Direct Travel is an EOE/AA/Veteran/People with Disabilities employer.

#J-18808-Ljbffr