Description
The Specialist, Attendee Experience (Incentive or Internal Complex Meetings Experience Required) will work closely with the Event Experience Manager to understand the program goals and objectives and lead registration to all assigned programs. The Specialist focuses on attendee management, reporting and client needs outlined by the Event Experience Manager and can work independently. The Specialist works effectively and efficiently with the internal support teams and external clients and complies with the corporate and/or pharmaceutical guidelines.
*Incentive experience is required for this role.
What you will do here:
Follow and build client SOPs as required
Qualify attendee information
Manage hotel accommodations and changes
Maintain meeting database with continual updates/changes
Provide reportable information for your meetings in a timely manner
Meet deadline expectations
Manage all attendee communication. Examples include event invitations, reminders, travel letters, communication emails, and surveys
Provide quality control processes. Examples include Ground Manifest vs. A/D Manifest, Hotel Rooming List vs. M&IW Rooming List, M&IW Rooming List vs. A/D Manifest, HCP reporting clean up
Provide onsite preparation assistance. These services would include, but are not limited to badge layout/production, onsite sign in sheets, onsite reports, registration packet preparation/production, onsite supply preparation/shipment
Assist in website testing
Technical Support and/or Digital Production on virtual events
Research 3rd Party Vendor options and information (dine around grids, gifts/materials, etc.)
Work on complex programs with numerous participant types, complicated web builds, and extensive reporting
Handle issues and challenges onsite and overcoming them by thinking outside the box
Ability to handle a wide range of program types (NSMs, VIP programs, Pharma, etc.)
Act as a lead on limited-service events, including the financial process (budget reconciliation, invoicing, and close-out)
Travel and act as lead Program Manager and Coordinator for meetings that allow only one M&IW staff person onsite (i.e., handle meeting room set-up, A/V, ground, F&B)
Use and develop event registration sites outside of Cvent
Understand, develop, and design mobile event apps, including how to provide customer assistance on the download and use of the app
Clearly and effectively communicate to each vendor the requirements and specifications needed, negotiate cost savings, and manage payment/reconciliation process
Initiate, plan, execute, control, and close out attendee registration projects
Manage meeting profiles and statuses in event software
Create and manage client and internal timelines
Ability to travel 35% both Domestic & Internationally
Who you will work with:
Reporting to a Manager or Director, Attendee Experience, Event Management Services
Internal team members from multiple departments
External clients and key stakeholders
What we expect:
Details of these areas are shared during interviews and monthly reviews:
Cultural Excellence
Role Level Function
Emotional Intelligence
What you will bring:
College degree or equivalent experience
Minimum 4+ years of experience in the meetings industry
Proven excellent oral and written communication skills in both internal and client-facing environments
Demonstrated track record of successfully managing multiple projects simultaneously
Registration experience
Extensive knowledge of Cvent: room shares, event payments and discount codes, Cvent OnArrival, sessions, Event in a Box
Knowledge of virtual and hybrid event options
Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
Including mail merges, agenda creation, tables, etc. in Word
Including advanced knowledge of excel (Concatenate, Vlookup, SumProducts, Conditional Formatting, CountIF, etc.)
What we provide:
Competitive salary
Health, Dental, Vision and Life Insurance options
401K plan
Paid holidays
Accrued personal time off for vacation and sick leave
Laptop, additional monitor, and mobile phone
Global Giveback program for volunteer service
Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee
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. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.
M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.
GLOBAL HEADQUARTERS:
10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com
M&IW associates located throughout the US, UK, Latin America and Asia Pacific Regions