Meeting & Event Planner (15h Left)

Purpose of the Role - About CWT Meetings Events CWT Meetings Events is a global leader in event and meeting management With an international reach of 1 600 event specialists across 74 countries worldwide it delivers over 35 000 events annually for its customers from industries ranging from pharmaceutical and healthcare to technology financial services telecommunications energy automotive and government Leveraging Carlson Wagonlit Travel s global expertise and network CWT Meetings Events creates a customized holistic approach that delivers excellent results to clients Main Responsibilities - The Meeting Events Generalist is responsible for delivering successful delivery of event projects on time and within budget Maintaining effective day-to-day contact with a range of clients and colleagues whilst communicating with other teams to ensure effective working For all assigned events the Project Generalist will be the key day-to-day project contact for the client Specifically the Meeting Events Generalist will Undertake successful delivery of assigned live event projects to the highest service standards Manage a range of project tasks to ensure deliverables are on time on budget and brand Obtain venue accommodation options for the client and act as the liaison between client and venue in some circumstances working closely with the internal venue sourcing team Obtain travel options for the client and act as the liaison between the client and transport provider in some circumstances working closely with the internal group travel team when over 10 people Support the development of strong relationships with new and existing clients to encourage account growth as part of a team Work with the Account Management team to guide the use of the full range of M E services provided by CWT Meetings Events to encourage upselling Key Accountabilities Build and maintain strong relationships with all key account contacts Demonstrate a thorough understanding of the client business and corporate objectives and influence client thinking in a way that mutually benefits the client and CWT Meetings Events Support the planning of a range of simple live event projects to ensure the following - client service satisfaction - manage performance to agreed client service level agreements - ensure successful project delivery on time and budget - achieve pre-agreed event profitability targets Support event project tasks including - initial brainstorms kick-off meetings - budgets reconciliation - project plans timelines - tracking of individual billable hours - delegate management - onsite event management - other event tasks required to deliver the project to an excellent standard Source suitable venues accommodation for clients including conferences meetings events Prepare client venue accommodation proposals in a suitable format and act as liaison between the client and the venue Process all confirmations amendments and cancellations as necessary Ensure new inquiries are input into in house system Cvent and ensure efficient turnaround on enquiries meeting internal and client SLAs Follow set process policy attributed to each client and ensure events are reconciled and past to processing payment by due dates with an in-house system Cvent updated with final details Ensure client brand objectives and messaging have been achieved and all branded materials comply with brand guidelines where possible Ensure that quality processes and tools are incorporated into all daily activities to drive process efficiencies and maintain the highest client service standards Ensure contingency plans are created and in place to effectively manage crises and support business continuity related to the allocated client account Manage venues undertake site surveys and assist the client in making the right venue choices Liaising with venues to ensure they are briefed and deliver an excellent service for the client Build and maintain effective supplier relationships manage contracting and ongoing communications with all third-party suppliers leverage volume discounts undertake contract reviews check emergency procedures and process third-party payment requests as required Work effectively onsite running small events and supporting larger events as required to ensure the smooth running of the day Manage allocated project inboxes to ensure timely and accurate responses to clients delegates and suppliers Manage review and update event budgets submitting to the relevant senior manager within CWT M E depending on the value of the project for approval Finalise all post-event budget reconciliations and pro-actively chase for outstanding supplier invoices To keep your line manager informed of any potential issues or positive feedback received Be an ambassador for the CWT Meetings Events brand able to enhance and uphold our brand reputation in the industry Build and maintain strong relationships with all internal colleagues at CWT Meetings Events and the broader CWT business Qualifications Experience Education - Experience 2-3 years experience of working in a similar role within a comparable events agency A clear understanding of the Meetings Events industry with knowledge of the service areas within CWT Meetings Events specifically - live events management - venue sourcing - group travel Ability to manage event budgets of variable sizes Adept at managing key client and internal relationships Skills Attributes Proactive enthusiastic and charismatic approach to meeting supplier M E objectives and a flexible can-do attitude to work in general Good presentation interpersonal and written verbal communication skills when working with clients and colleagues of all levels Able to present ideas and results clearly and creatively and to influence client decision-making Ability to work under pressure and prioritize workloads whilst maintaining attention to detail and meeting agreed deadlines clients suppliers etc on simultaneous projects Willing to travel where projects require internationally Understanding of Meeting and Events industry working hours with a willingness to be onsite at unsociable hours as projects require Proactive approach that will support the attainment of CWT Meetings Events growth objectives in the short and long term Self-motivated and able to work independently and as part of a team in a busy office environment A team player able to be approachable yet tenacious especially around best practice processes and behavior Ability to maintain a high degree of integrity and discretion IT literate with experience in using Microsoft Office tools Experience in using database tools such as Cvent is desirable Fluent written verbal communication in English