Event Project Manager

5 months ago

Vancouver, Canada MCI Group Full time

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.
We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

**MAIN RESPONSIBILITIES**

**Client Account Management**
- Oversee multiple client accounts, fostering key relationships with stakeholders such as clients, sponsors, exhibitors, attendees, and more.

**Project Management**
- Spearhead, strategize, and provide support for program project management utilizing our established project management tools.
- Handle logistics and timelines, encompassing areas like registration, venue selection, sponsor/exhibitor engagement, speaker arrangement, abstract management, food and beverage, society events, and transportation.
- Liaise seamlessly with external vendors and partners throughout the planning process.

**Program Execution**
- Ensure meticulous planning and execution from the program’s inception to successful completion.
- Serve as a primary point of contact for clients, fortifying strong client relations.

**Supplier Coordination**
- Streamline coordination efforts with all suppliers and third-party entities.
- Handle supplier Request for Proposals (RFPs), negotiations, and contractual matters.

**Financial Oversight**
- Manage conference profitability and uphold premium service standards.
- Develop, monitor, and adjust key program documents, including but not limited to timelines, budgets, function sheets, welcome letters, and itineraries.
- Collaborate with the Senior Manager, Client Solutions on intricate budgets, project finances, and financial reporting.
- Engage in sales presentations to win potential clients, as and when needed.

**Team Leadership**
- Supervise, mentor, and train project coordinators, assistants, onsite personnel, and event contractors.
- Help other Project Managers and ID team staff as needed.

**Documentation & Development**
- Keep all documentation and user manuals current.
- Collaborate with team members to innovate and roll out new templates.

**Sales and Marketing**
- Engage in sales presentations to win potential clients, as and when needed.

**DESCRIPTION OF THE RELATIONSHIPS**
- Reports to Senior Manager, Client Solutions.
- Works in collaboration with project team and MCI Canada leadership.
- Maintains professional relationships with clients, industry partners, suppliers and temporary staff.
- Provides a high-level of customer service to industry partners, as a first point of contact.

**JOB REQUIREMENTS**
- Event Experience - Minimum 5-year experience in Hospitality/Event Management.
- Education - Degree or Diploma in Hospitality/Event Management or related field, or equivalent experience preferred.
- Super organizational, analytical and decision-making skills - Handling conflicting priorities and managing time on projects with different timelines and needs. You will work in a fast-paced, deadline-oriented team environment. You require project management experience (association preferred) including direction of workflow, assignments, and monitoring of tasks within the project team and of your direct reports.
- Experienced with building productive relationships - You must establish strong relationships with internal business clients and international suppliers to ensure best meeting practices, economies of scale and positive collaboration and communication style is essential. Strong collaboration and listening skills with clients and internal team members/leadership are important.
- Collaboration and self-governance - Able to work both independently and with specific project teams for individual events.
- Innovative and creative mindset - We strive to deliver best-in-class events and experiences; you must be able to deliver strategic, innovative meeting design and consultative event planning by providing creative meeting and event ideas, communicating a vision for the overall program, and providing researched program proposals.
- Concise and precise communication skills - Excellent verbal and written professional communication skills are essential, with the ability to communicate clearly and effectively with non-technical users.
- Quick and efficient, with a strong attention to detail.

**SPECIFIC TECHNICAL SKILLS**
- Strong computer skills required including:

- Expert level in MS Excel
- Strong MS Word and Power Point
- Experience working with a variety of data management systems an asset
- Knowledge of HTML or basic level coding an asset
- General comfort with new technologies a quick learner on new platforms
- Experience working with event system and apps, suc

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