Manager, Events & Conferences

GENERAL PURPOSE OF THE JOB:    

The Events & Conferences Manager leads the strategy, planning, execution and evaluation of events, large and small, local and international, educational and engaging, and is always striving to deliver exceptional experiences.   This role leads the team responsible for planning and organizing key events, conferences, and/or meetings for the organization including all operational, implementation and pre/post-event activities.  This role closely partners with our Sales & Distribution teams, broader Marketing team, Culture and Communications team, and Executive Leadership team.  This individual thrives in a fast-paced environment that promotes engagement with colleagues, employees, financial professionals, and vendor partners, and excels in providing and delivering creative, unforgettable experiences.

ESSENTIAL DUTIES AND RESPONSIBILITIES:   

• Work closely with internal and external teams and client groups to define event goals, objectives and specific implementation plans that promote our brand.
• Negotiate agreements with outside providers and subcontractors to ensure lowest cost and highest quality of service.
• Hire, manage, & develop a team of Event planners.
• Determine fiscal requirements and prepare budgetary recommendations. 
• Establish communication protocols and operating procedures with planning committees, subcontractors and staff.
• Source venues, recommend and engage catering, acquire supporting technology, and coordinate development of materials to execute a quality event.
• Maintain a calendar of events and implement a system that enables and anticipates long-term planning and effective event management for the organizations conferences and events.
• Work closely with stakeholders and partners to effectively promote events to target audiences and obtain accurate event specifications.
• Conduct research and develop feasibility studies to identify new events opportunities for the organization.
• Work closely with stakeholders and partners to oversee and facilitate event registration processes.
• Oversee procurement purchasing and client service needs with regard to catering, audiovisual, security, rental and any other needs for events.
• Work with Marketing to develop brand, marketing labels and tools for events as required.
• Prepare event programs and confirm all necessary preparations are in order.
• Identify all aspects of event risk assessment and crisis management planning strategies. This includes, but is not limited to, security for the event.
• Supervise, direct and coordinate the activities of personnel, subcontractors and vendors as required to successfully execute all aspects of the event.
• Ensure speakers are briefed and prepared to provide effective presentations and materials.
• Trouble-shoot and smooth issues relating to the successful execution of the event program.
• Conduct post-event debriefing sessions.
• Develop and execute all necessary follow-up with sub-contractors, partners, and attendee groups.
• Provide post-event analysis, budget recaps and participant feedback and incorporate learning into future plans.
• Develop event reports and distribute as required to sponsors, participants and others.
• Pre-event and onsite communication with stakeholders and attendees
• Relationship-building with key stakeholders and attendees
• Air and ground travel arrangements
• Represent and deliver service excellence that is in keeping with our brand.

SUPERVISORY RESPONSIBILITIES: 

Direct Reports: 0-3 

General Description of Indirect Reports (2 and 3-downs):   

Works closely with: Sales, executive leadership, in-house agency, compliance, brand, and customer experience teams. 

EDUCATION AND/OR EXPERIENCE:   

• Bachelor’s degree plus, a minimum of eight (8) years of related experience

CERTIFICATES, LICENSES, PROFESSIONAL DESIGNATIONS: 

One or more of the following are preferred but not required: CMP, CSEP, CPCE, GTP, DES, CMM, CEM, CTSM, CEPS, or equivalent certification.

KNOWLEDGE, SKILLS AND ABILITIES:     

• Excellent communication skills to foster a culture of collaboration across organizational partners to align and accomplish a set of shared goals. 
• Ability to work in a challenging, fast-paced environment and to adapt to new situations as they arise. 
• Ability to work cross-functionality in a matrixed environment while managing and advancing multiple initiatives. 
• Proven negotiating skills with hotels, entertainers and other event vendors.
• Ability to develop professional relationships in all aspects of the position that result in strong and positive partnerships.
• Ability to problem solve and work independently in a changing and multi-tasking environment with numerous deadlines.
• Excellent organizational, planning and project management skills
• Proven ability to take direction and input and to develop effective and engaging branded events that will achieve the organization’s goals.
• Ability to influence and coordinate the efforts of other team members in support of events.
• Demonstrated ability to prepare accurate budgets and effectively manage expenses.
• Ability to present and pitch ideas effectively to key stakeholders.
• Demonstrated ability for accuracy and thoroughness.
• Exceptional written and verbal communication skills
• Strong computer skills, especially Microsoft Office (Word, Excel, PowerPoint) event management technologies, and customer relationship management software (i.e., Salesforce)
• Effective time management, organizational, management and leadership skills
• Experience in Insurance or Financial services required. 

Must be willing to travel up to 25%