Congress Manager

Congress Manager
Requisition #: USAME-11953
Position Type: Full Time - Regular
Work Countries: United States
Work Cities: Virtual US
Job Description:
Do you want to work with bright, talented individuals who take pride in their work and also know how to have fun?! You've come to the right place.
BCD Meetings & Events is one of the leading global providers of meetings, group incentive travel and creative services for some of the world's biggest brands. Our unique difference is that we bring together resources at a local level, centralize processes on a regional level and leverage our global presence to deliver the value and results our clients set out to achieve. We work collaboratively, creatively, and passionately - and look to hire experts who do the same.
We are headquartered in Chicago, with locations in 40+ countries across the Americas, Europe, Middle East, Africa and Asia Pacific - a combined global work force of more than 1,000 resources and annual sales volume of approximately $850 million. We are an independently managed operating company of BCD Holdings N.V. and a sister organization of BCD Travel, the world's third-largest travel management company. We are proud of that. We are also one of the best places to work because of our fundamental commitment to our employees. To find out more about our company, visit us at http://www.bcdme.com/ .
The Congress Manager is responsible for congress owner management, hotel sourcing, Professional Congress Organizers (PCO) relationships, attendee management, compliance and contracting documentation of assigned congress.
Meeting Planning
+ Secure and manage hotel room blocks in accordance with Congress rules and procedures
+ Secure congress registrations for attendees
+ Budget creation, management, and reconciliation
+ Handle day to day client inquiries
+ Ensure all compliance requirements and guidelines are followed and properly documented
+ Act as primary contact with local suppliers to ensure open communication
+ Reconcile meeting in accordance with Client audit standards/maintain an audit ready environment
+ Coordinate on-site job responsibilities with on-site logistics team (Hotel, ground, logistics, etc)
Technology Tools
+ Oversee the creation and sending of registration forms and other communications
+ Correctly upload and maintain attendee data required for logistics and reporting
+ Review client congress database for accuracy
Client Communication
+ Advise of critical deadlines in planning process
+ Overall fiscal responsibility for congress activities
+ Consult and make appropriate suggestions to ensure congress success in regards to proposed meeting hotel blocks. Prepare hotel availability grid with appropriate options.
+ Primary client contact with regards to all logistical arrangements surrounding congress.
+ Oversight of Client registration and reporting questions.
+ Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers.
+ Negotiate all supplier contracts for the best possible prices and concessions in order to meet savings expectation on congress spend.
Qualifications
+ College Degree strongly preferred
+ Minimum of five (5) years' congress/convention planning/management experience
+ Minimum of three (3) years' experience in account/client management
+ Minimum of three (3) years' experience managing outside vendors, sourcing and negotiating contract services.
+ Experience managing budgets required
+ Pharmaceutical Industry experience preferred
+ Previous experience with participant registration for congresses
+ Strong customer service experience required
+ International attendee experience a plus
+ Travel industry and destination knowledge
+ Proficient in Microsoft Office
Field of Interest Category: Groups
Shift:
Percent of Travel: 1-25%
Relocation: No
Languages Required: 73a7a4e996ff414fb88a20b93d7d41e0

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