Sr. Event Experience Manager (Incentive & Sales Meeting Experience Required) - Remote

What you will do here: • Project Management with consultative approach for virtual, hybrid or in person meetings • Client, Financial, and Vendor Management • Marketing & Sales, Event Design, and Onsite Services • Manage multiple projects on tight timelines • Act as a mentor to associates who are new to the company or promoted to the Operations department • Event Management: • Follow all client mandated SOPs as required • Digital producer and/or tech support for your own events • Work with the Procurement Department to source and secure event space and guestrooms • Understand, review and monitor contract terms, space, and guest room blocks • Source, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc. Where applicable, collaborate with M&IW’s Attendee Registration Department on all attendee communications, event reporting and housing inquires • Guide internal and external teams throughout process through effective communication and organized plans • Schedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetings • Collaborate with M&IW’s Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if needed • Work with M&IW’s mobile app team to create an app on a platform that meets the client’s event • Act as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless event • Collaborate with M&IW’s FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bids • Coordinate with Production to create and manage the event agenda and show flow • BEO review and execution • Coordinate and schedule all required ground transportation using preferred vendors • Creation/coordination of distribution of travel letters and departure notices • Conceptualize creative theming and elements to be incorporated into special events, entertainment, parties, décor, activities, gifts and branding to enhance your event within the approved budget • Coordinate speaker management; registration and logistics for events, collection of bios and session descriptions and presentation, Green Room needs and riders • Secure and incorporate client products or other requested items to be displayed throughout the event or served during banquet functions • Plan and execute large, complex events • Work with and guide client committee/planning team • Mentor and guide junior-level associates through the event planning process • Provide world class events through quality, flexibility, service, and ability to work with any personality type • Marketing, Sales and Event Design Services: • Work with M&IW FLOW division and client to create and write marketing plan • Brainstorm with M&IW FLOW division and offer suggestions to client on new ways to market and promote the event • Utilize various sales and marketing techniques to recruit new and existing sponsors and exhibitors for Conference and Tradeshow events • Utilize various sales and marketing techniques to grow attendance at the event • Assist the Sales Team by presenting at a sales pitch for new business • Collaborate with creative team to design any promotional materials for the event, or any materials for distribution at the event • Research entertainment options to meet theme and budget (DJ, band, dancers, performers) • Create décor and lighting presentations based on theme and budget, working with production companies • Create and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting components • Act as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless show • Create production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipment • Manage logistics and riders for entertainment companies • Create concepts for team building activities • Create concepts for Corporate Social Responsibility and Sustainability opportunities • Mentor and guide junior-level associates through the marketing, sales, and event design services processes • Financial Management: • Exhibit strategic M&IW cash flow management governance on all programs • Full understanding of client financial internal requirements and deadlines • Budget creation/management, including large/complex budgets • Manage all event related payment requests and processing • Full audit and reconciliation of the hotel and other vendor invoices • Cost savings worksheet creation and management • Final invoice document management • Reconciliation management including estimated invoice and final invoice requirements • Mentor and guide junior-level associates through the budget and final reconciliation process • Vendor Management: • Source, secure and manage all required suppliers for event to allow for the best services at the most effective pricing • Negotiate cost savings and manage payment/reconciliation process • Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the event • Work with production vendors on creative development through event execution • Manage and keep creative team/vendor on budget and schedule for pre-event reminders, teasers, and email blasts • Mentor and guide junior-level associates through the vendor management process • Onsite Services: • Provide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end results • Manage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clients • Create and manage Onsite Execution Plan for all staff • Host daily staff meetings to keep staff updated and informed • Be a true leader onsite-for internal team/client and attendees • Create and manage Onsite Emergency Preparedness Plan for your event • Mentor and guide junior-level associates in world class onsite services • Life Sciences clients only: • Understand policies and issues pertaining to events with HCPs in attendance • Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER) • Partner with M&IW’s HCP compliance and reporting specialists to meet client’s Service Level Agreements. • Manage Onsite set-up, layout, and execution of all booth space • Manage Onsite visibility of all paid sponsors services and collateral • Mentor and guide junior-level associates on Conferences & Tradeshows • Incentive Services specialty only: • Collaborate with the Incentives & Engagement department to align with internal processes & procedures • Work with the FLOW division to develop and secure guest and children’s programs, gift and amenity items, pre-trip mailers • In coordination with the FLOW division, design and incorporate event graphics throughout print materials and event design • Coordinate the delivery of room amenity and gifts while working with client preferences • Work with DMC along with your own knowledge to create memorable onsite functions to add value to the client’s vision • Plan and execute site inspections; create site inspection template and client booklets • Keep well-informed of new and upcoming incentive properties/all-inclusive • Mentor and guide junior-level associates on Incentive Services What you will bring: • College degree or equivalent experience • Minimum 7+ years of experience in the meetings industry, specifically in operations and specialty area(s) if applicable • Knowledge of virtual and hybrid event options • Ability to travel on-site approximately 35% both domestically and internationally • Proven excellent oral and written communication skills in both internal and client-facing environments • Demonstrated track record of successfully managing large complex projects simultaneously • Ability to deliver creative outputs in a constricted timeline while maximizing available resources • Experience working in a virtual office environment a plus • Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point) • Experience with database management programs (Cvent preferred) • Life Sciences specialty only • Minimum 5+ years of experience in Life Sciences programs, sales and/or clinical program management • Conference & Tradeshow specialty only • Minimum 5+ years of experience in Meeting/Conference Planning or Exhibit/Tradeshow Management • Incentive Services specialty only • Minimum 5+ years of experience in Incentive program management Who we are: M&IW is a global event management firm specializing in virtual, hybrid, and in-person experiences of all shapes and sizes as well as consulting and enterprise strategies.