Event Specialist

6 months ago

Toronto, Canada Direct Travel Full time

**Registration Manager - Meetings & Incentives**:

- Remote**

**Bilingual French/English**

**Embark on the next step in your career journey with Direct Travel**

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 may be a fully remote (based on distance to the office) or a hybrid (currently two days in the office required) position.

Office Location is Toronto, Ontario, Canada

We have a “No excuse” culture, meaning our employees do not justify substandard performance or mistakes with excuses or by blaming others, but we work to find alternative solutions or strategies to overcome obstacles. As you will see below, one of our Core Beliefs is “Ownership.” Our employees reflect our Vision and Core Beliefs in everything we do.
- **Our Vision**: Creators of business changing experiences helping people thrive.-
**Our Core Beliefs** are:**HONOR** - Building trust and respect requires acting with integrity.-
- I choose the hard right, not the easy wrong._**OWNERSHIP** - We believe each individual has the power to create a brand experience.-
- I choose my attitude and actions._**GRIT** - To honour our commitments and achieve excellence, we must act with tenacity and resilience.-
- I choose to push through._**HEART** - Deep connections and loyalty require engaging others with mutual respect, kindness, and compassion.-
- I choose to engage with care._**COURAGE** - In order to grow, we must bravely step into the space of discomfort.-
- I_ choose bravery._**CURIOSITY** - To be our best, we must possess an intense desire to continually learn and seek a deeper understanding.-
- I choose to dig to understand._

**Expedition Expectations**

**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**:

- Produces and maintains reports and manifests as needed, with an understanding of how this data affects the program integrity.
- Collaborates closely with the 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

**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 solid 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 behaviour/words affect others
- Adaptable to clients, partners, and with team

**Performs other duties as assigned.**

**Passport to Success**
- Bachelor's degree in Hospitality, Business, or a related field, or a combination of education and experience is required
- Minimum of 2 years of experience in data management/customer service is required, or relatable experience.
- Proficiency in Microsoft Word, Excel, and PowerPoint
- Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools
- Proficient in database management tools
- Bilingual in English and French.

**Going the Extra Mile**
- Models behaviour that reflects our organization’s Vision and Core Beliefs
- Possess excellent interpersonal skills to be able to work cross-functionally and develop strong and positive internal and external relationsh

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