Meetings and Special Events Manager

Essential Duties and Responsibilities: • Manage event budgets from planning through reconciliation, including high-profile events with budgets up to $1.5 million; ensure all expenses are tracked accurately using Concur and remain within approved limits • Plan and execute corporate events including Fall Conference, 4th Quarter Huddle, One World Event, and annual RVP/DM state-wide meetings and other holiday-related events • Coordinate travel logistics for attendees, including private jet arrangements, hotel accommodations, and ground transportation • Prepare detailed itineraries and maintain updated calendars for traveling executives and event participants • Negotiate contracts and service agreements with venues, caterers, transportation providers, and other vendors • Identify and secure appropriate venues and facilities based on event scope, budget, and audience • Develop event timelines and ensure all elements are executed on schedule • Collaborate with internal departments and external partners to align event goals with company objectives • Manage event registration processes and attendee communications • Oversee on-site event operations, including setup, staffing, and troubleshooting • Maintain relationships with vendors and service providers to ensure quality and consistency • Handle confidential information with discretion and professionalism • Conduct post-event evaluations and reporting to assess success and identify areas for improvement • Stay current on industry trends and incorporate innovative ideas into event planning • Support senior leaders with event-related administrative tasks and special projects as assigned The requirements listed below are representative of the knowledge, skill, and/or ability required: • Proven ability to manage complex event logistics and various budgets, including small local events to high-profile events with budgets up to $1.5 million • Strong organizational and time management skills with strong attention to detail • Comfortable interacting with individuals at all levels — from frontline staff to executive leadership — with professionalism, adaptability, and strong interpersonal skills • Ability to work independently and collaboratively in a fast-paced environment • Proficient in Microsoft Excel, PowerPoint, Word, Outlook, and Concur • Demonstrated discretion in handling confidential information • Flexibility to travel and work non-standard hours during events as needed Physical Demands: • Must be able to constantly remain in a stationary position. • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. This job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.