Position : Bi-lingual Meeting Planner (English/German) Shift : Mon to Fri 8am to 5pm (40 hours) Duration : 6-months contract Location : Remote
Summary:
Function as primary client liaison and lead for assigned programs.
Manage meetings through the implementation of strategy, delivery of objectives and execution of logistics, while effectively working with clients.
Responsible for coordination of program planning from post contract execution to final billing, while providing unparalleled levels of customer service on all programs.
Works closely with client contact to understand and meet program objectives/outcomes.
Roles & Responsibilities:
Process Managerment: Complete project timeline, establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details.
Utilize business program management system to manage program from contract turn-over meeting to final bill completion.
Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third-party contracts. Monitor attrition dates, cancellation policies and ensure contracted services are executed.
Communicate between Information Technology support and clients for web requirements on assigned programs. • Work with creative team to produce program materials.
Coordinate and possibly attend site inspections as needed.
Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
May conduct program debrief with client.
Work with accounting to complete final bill, review final billing prior to final invoicing to client.
Maintain accurate records, system input, and complete file management as outlined in American Express M&E and client policies and procedures.
Evaluate program impact and reassesses objectives and outcomes, plan for continuous improvement.
Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
Source/Contract 3rd party suppliers.
Leadeship and Relationship Management: Maintain proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction.
Work closely with support departments to exceed client requirements and objectives.
Partner with third party suppliers to arrange their services.
Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation.
Ensure program objectives are executed.
Develop strong relationships with multiple contacts within client and supplier organizations.
Financial Management Manage overall program budget, review, and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis.
May initiate and reconcile supplier payments.
Monitor foreign exchange rates for sharp fluctuations which may impact the budget.
Miscellaneous Responsibilties:
Keep abreast of industry standards and trends related to responsibilities.
Develop and maintain key client and supplier relationships.
Develop and maintain knowledge of M&E technology and/or software solutions.
Position may require travel to domestic and international locations up to 20%
Qualifications:
2-4 years meeting planning experience required.
CMP preferred.
Fluent in English and German.
4-year degree preferred.
Ability to communicate effectively and professionally with all levels of management and clients.
Ability to work accurately and timely – to meet deadlines.
Ability to be flexible and handle change well.
Microsoft Word and Excel experience – Intermediate level
Experience with meeting industry technology a plus (CVENT)
Advanced oral and written presentation skills required.
Ability to travel by airplane, boat, rail, and/or car.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $34.37/hr.
