Conference Planner, Resource & Travel Management - Talent Software Services, Inc.
Irving, TX 75039
About the Job
Conference Planner, Resource & Travel Management
The primary focus of this role is to support the Resource & Travel team processes and projects. This individual will manage the team inbox and will be responsible for responding to all emails and actioning resourcing / staffing changes and requests for stakeholders across the Conferences business. This person will be working in Excel spreadsheets on a daily basis, including creating and updating formulas and creating reports to enable leaders to make informed decisions on resourcing / staffing for 40+ global conferences per year.
It is important for this individual to learn the role responsibilities of all functional teams. Partnering with their immediate team and key stakeholders across multiple teams, this self-starter should continually seek opportunities for improvement to help the Conferences organization evolve and scale effectively in a changing environment.
What you will do:
The primary focus of this role is to support the Resource & Travel team processes and projects. This individual will manage the team inbox and will be responsible for responding to all emails and actioning resourcing / staffing changes and requests for stakeholders across the Conferences business. This person will be working in Excel spreadsheets on a daily basis, including creating and updating formulas and creating reports to enable leaders to make informed decisions on resourcing / staffing for 40+ global conferences per year.
It is important for this individual to learn the role responsibilities of all functional teams. Partnering with their immediate team and key stakeholders across multiple teams, this self-starter should continually seek opportunities for improvement to help the Conferences organization evolve and scale effectively in a changing environment.
What you will do:
- Manage the Conferences Resource & Travel inbox, responding to email inquiries within 24 hours.
- Establish necessary flows of communication to Resource & Travel team while maintaining an organized inbox.
- Action requested changes across all tools and consistently escalating to manager when necessary.
- Maintain a strong line of communication with stakeholders, ensuring all emails and actions have been processed, information has been shared with affected teams, and following up with stakeholders when necessary.
- Independently and confidently communicate with senior-level executives to request information required to update tools or meet deadlines.
- Support with management of Conference Allocation and Conference Delivery Support List tools, ensuring data & formula consistency and accuracy across all tools and reporting.
- Partner with Logistics, Associate Registration, and Housing teams to communicate and expedite next steps for late changes / additions to conference resourcing.
- Create & maintain tools to support the Corporate Events team, providing a consistent approach for internal events staffing.
- Assist in identifying resources to fill staffing gaps when required, leveraging data from availability survey.
- Manage weekly ongoing travel approval process, tracking newly proposed associates and provide analysis by division for approval by manager.
- Partner with Resource & Travel team to provide support during bi-annual travel review process.
- Prioritize, improve, and manage multiple tasks in a data-driven, high-performance environment.
- Potential domestic travel 1-4x per year.
- Bachelor's degree preferred
- 1-3+ years' experience in Travel Planning, Project Management, Conferences/Events or Consulting.
- Conference or event experience preferred.
- Exceptional oral and written communication skills; demonstrated ability to speak/write clearly and persuasively.
- Fully competent in Microsoft Office, especially SharePoint and Excel (ex. using v-lookups, pivot tables and formulas consistently).
- Exceptional collaboration skills with proven ability to build partnerships across lines of business.
- Ability to efficiently prioritize in a dynamic work environment.
- Consistent demonstration of integrity, collaboration, no-limits mindset, objectivity and delivery of results.
- Inquisitive, creative, and innovative with exceptional problem-solving skills and very strong attention to detail.
- Willingness to travel up to 20% globally to support client's conferences.
Source : Talent Software Services, Inc.