Event Specialist

3 weeks ago

Toronto, Canada Direct Travel Full time

**Registration Manager - Meetings & Incentives**

**Position Overview**
- The Program Specialist (PS) is responsible for communicating with program attendees and managing the overall success of the attendee experience. This role is critical in supporting multiple elements of pre-planning, execution and post-program responsibilities while partnering with the internal team. Additionally, the PS collaborates with the client, supplier partners and internal team members related to each program.

This is a hybrid position with 2 days per week in the office

**Responsibilities**

**Client**:

- Strives to understand client interests, issues, expectations, and priorities
- Adheres to Creative Group policies regarding appropriate and professional client interaction
- Participates and guides during client discovery meetings and collaborates with PM and Web Project Specialist to translate specific client needs into program requirements
- Actively participates in ongoing client planning calls
- Builds trust with clients and participants

**Registration Operations**:

- Strives to understand client interests, issues, expectations, and priorities
- Adheres to Creative Group policies regarding appropriate and professional client interaction
- Participates and guides during client discovery meetings and collaborates with PM and Web Project Specialist to translate specific client needs into program requirements
- Actively participates in ongoing client planning calls
- Builds trust with clients and participants Program Operations:

- Produces and maintains reports and manifests as needed, with an understanding of how this data affects the program integrity.
- Collaborates closely with Program Manager to ensure data is continually aligned with program needs
- Create timelines for tasks listed herein in collaboration with the Program Manager and adhere to project deadlines
- Works in partnership with internal departments to manage program deliverables including Web Project Specialist website build, Travel Services airline ticketing, Creative Services production and fulfillment
- Creates and manages print materials and shipment of materials per program
- Manages onsite attendee experience
- Interacts directly with attendees on program-related inquiries contributing to the overall positive attendee experience
- Understand and manage contract terms related to aspects of the program design (i.e. transportation, attrition, activities, etc.)
- Act as the main contact for hotel room requirements and manage all aspects of hotel room block including attrition deadlines, special requests, etc.
- Ensure quality, synchronicity, and on-time delivery of all program deliverables
- Performs other duties as assigned.

**Financial Management**:

- Works in tandem with the Program Manager on budget and scoping management
- Reconcile final hotel room invoice and any other suppliers worked with directly

**Leadership**:

- Strives to develop process efficiencies
- Builds strong working relationships with internal and external team members
- Seeks opportunities for growth and development
- Ability to think strategically
- Understand your strengths, opportunities, and how your behavior/words affect others
- Adaptable to clients, partners, and with team

**Performs other duties as assigned.**

**Preferred Qualifications**
- Models behavior that reflects our organization’s Vision and Core Beliefs
- Must possess excellent interpersonal skills to be able to work cross-functionally and develop strong and positive internal and external relationships with the client and to deliver superior customer service derived from a spirit to help and serve others
- Models a positive, solution-based approach and be flexible and open to change
- Must be able to work autonomously, while thriving in a team environment
- Must be organized to be able to manage multiple projects and tasks, in various phases, simultaneously, meet deadlines and prioritize
- Must take initiative and be resourceful, and be able to work independently with clients
- Must be an active and discerning listener to identify participants’ needs
- Must be able to maintain client confidentiality
- Direct Travel is an EOE/AA/Veteran/People with Disabilities employer._

**About Creative Group and Direct Travel**

Our growing company relies on excellence to deliver on our commitments to our customers. This starts with our employees. Our inclusive culture encourages entrepreneurial spirit empowering employees to build strong, long-lasting relationships with our clients and deliver innovative solutions. Direct Travel is one of the most respected Travel Management Companies in the industry providing our customers with smart consultation, tailored solutions and a true partnership. Our specific focus on the mid-market means our travel experts deliver personalized service to every client.

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