Job Description

The Corporate Event Planner plays an integral role in the travel department by managing and implementing incentive trips, business meetings and training academies. Exceptional people skills and a willingness to work in an ambiguous environment are key factors to success. The corporate event planner must be able to travel 50% of the time to assist senior staff in executing large events both domestically and internationally. This role is also responsible for the sourcing, planning, and execution of small to mid-sized events from beginning to end. This role will be an event owner for specific meetings in their entirety without assistance from senior staff. This position requires a local candidate that can commute when needed to the corporate office located in McKinney, Texas.

• Complete project timeline; establishes a work flow schedule with suppliers to facilitate prompt and accurate handling of all program details
• Utilize Cvent software to manage program from contract turn-over meeting to final bill completion
• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third party contracts
• Monitor attrition dates, cancellation policies and ensure contracted services are executed
• Communicate between Marketing and meeting owners for registration/app requirements on assigned programs
• Coordinate and possibly attend site inspections as needed
• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements
• May conduct program debrief with meeting owner
• Work with accounting to complete final bill, review final billing prior to final reconciliation
• Maintain accurate records, system input, and complete file management in all meeting folders
• Evaluate program impact and reassess objectives and outcomes; plan for continuous improvement
• Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program
• Able to assist with any level of event including those of a complex nature, large volume, high level of confidentiality, international scope, etc
• Manage overall program budget, review and audit all program related billing for accuracy
• Track and report expenses to Sr Director of Corporate Travel and communicate changes on a consistent basis.
• Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction
• Partner with third party suppliers to arrange their services
• Develop strong relationships with multiple contacts within company and supplier organizations
• Responsible for accurate meeting forecasting
• Onsite execution and meeting ownership

• Menu Planning
• Budgeting
• Cvent
• Forecasting
• Onsite meeting execution and ownership
• Ability to work accurately and timely - in order to meet deadlines.
• Ability to be flexible and handle change well
• Analytical skills required
• Microsoft Word and Excel experience - Intermediate level
• Ability to travel up to 50%
• Transportation management
• Detail oriented
• Project Management
• Self-Starter
• Ability to Multi-task and close projects within a predetermined timeline
• Reliable and predictable attendance of your assigned shift
• Ability to work full time and/or part time based on the position specifications

Required Experience:

• Bachelor's Degree (or equivalent experience)
• CMP a plus
• Domestic and International planning experience
• Onsite meeting execution
• RFP process
• Contract Negotiation
• Transportation management
• Event Registration experience
• Cvent
• Menu planning
• Budgeting

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