Meeting Planner/Housing Logisitics - Account Manager - Remote - Spiro

Overview

Join Our Spiro·Verse 

THIS IS A REMOTE OPPORTUNITY IN THE US.

 

Spiro is hiring a Account Manager-Meeting Planner to join our Sales team. The Account Manager-Meeting Planner works in partnership with the Sales Department, delivering best-in-class service. The Account Manager-Meeting Planner ork in partnership with Account Director, other team members and the client to exceed client expectations by delivering best-in-class meeting planning services and proactive solutions on-time and on-budget.  

 

Company Overview

 

Spiro is a global agency and together we create experiences and events that defy gravity. Where strategic creative meets advanced digital solutions enabling customers to experience brands in any space and time. 

 

We boldly go where no experience has gone before.  We are story tellers and story makers; we are fearless dreamers of the “what if” and are pioneers of innovation and perfectionist in our craft.  We empower each other and partner to launch brands into their experiential orbit.  Come. Join Our Spiro·Verse and Experience Brand Gravity.

 

Learn more about who we are here!

Responsibilities

• Work in partnership with client and Account Director to determine meeting goals, make recommendations, manage timelines and provide periodic updates
• Managing details relative to client’s convention program and associated projects;
• Manage pre-meeting, onsite and post-show event needs as appropriate which may include:
• Pre-Meeting:
• Make site/venue visits and recommendations
• Secure housing blocks and negotiate hotel contracts either independently or through the association or housing bureau
• Develop meeting budgets, project timeline and coordinate with 3rd party suppliers
• Manage logistic communications with attendees including posting content for websites including StarCite and Cvent
• Manage rooming lists and arrange, negotiate, and coordinate ground transportation as appropriate
• Select meeting rooms and set-ups, manage food and beverage selection and coordinate audio visual needs
• Ship and receive meeting materials, create signage
• Manage registration for all attendees on behalf of the client
• Research and provide amenities, recommend and arrange off-site venues for social events, dinners and meetings
• Create nametags and staffing schedules
• Create and distribute meeting packets to attendees, including meeting and city information
• On-site:
• Conduct pre-conference meeting with hotel and other vendors
• Manage ground transportation and meet and greet services
• Conduct registration process and maintain hospitality site
• Provide professional on-site staff
• Manage set-up of room, AV, and food and beverage
• Facilitate preconvention meetings
• Manage ongoing logistics
• Facilitate client meetings and dinners
• Oversee return shipping or destruction of unused materials
• Track costs throughout meeting
• Post-Meeting
• Send follow-up communication to attendees as necessary
• Receive and reconcile final billing from hotel and other vendors
• Arrange HCP spend reporting
• Review meeting and evaluate attainment of goals with client
• Regularly and accurately reporting time on a weekly basis
• Regularly informing the Account Director of project status and issues

Qualifications

We understand the importance of transferrable skills and a diverse perspective, so if you do not fit all these requirements, we still want to hear from you and encourage you to apply!  

 

• Previous experience in meeting planning.
• Attention to detail, time management and organizational skills and ability to multi-task while managing multiple clients, shows and priorities.
• Articulate and polished with ability to clearly communicate to client.
• Ability to proactively provide practical solutions in an ambiguous environment.
• Foresight to anticipate clients’ needs/requests and act accordingly.
• Interpersonal skills and ability to develop a strong rapport with the client. Approachable, engaging and likable.
• Bachelor’s Degree or commensurate experience with Meeting Planner / Event Management major preferred and a minimum of 5 years related meeting/convention experience.
• Proficiency in MS office and experience working with a variety of software programs. Thorough knowledge of spreadsheets, presentations, databases, word processing and graphics.
• Travel up to 35%.
• Significant weekend work required.
• Ability to analyze available information and make sound decisions.
• Excellent verbal and written communication skills and presentation skills.
• Ability to work in consultative manner with clients of varied levels internally and externally.
• Strong time management and ability to manage multiple tasks and partners.
• Cvent experience preferred.

 

Work Environment

How to measure success 

• By 30 days, incumbent should understand team dynamics and perform basic job functions independently
• By 60 days, incumbent should be self-reliant on basic job functions and begin executing more complex tasks
• By 90 days, incumbent should have ownership over specific projects

Benefits 

• Remote Environment
• Full Benefits Package
• 401K Vesting Immediately
• Psychological Safety
• Diversity, Inclusivity and Belonging Culture
• Employee Led Resource Groups
• Spiro•YOU Professional Development & Learning Programs
• Employee Events

Our Process

Our interview process is hand crafted to our roles. In general, you can expect to have an initial phone interview with our talent acquisition team and thereafter video interviews with team members and your future manager. We welcome candidates to view our social medial channels and website to extend the conversation beyond the responsibilities of the role. Once you have completed the interview process, we conduct a criminal background check, where applicable by law. 

EEO Information

We are making intentional efforts to promote positive work environments that welcome a variety of backgrounds. We are an equal opportunity employer and understand that for our community to thrive, we must appreciate and celebrate each one of our team members’ own uniqueness.