Senior Event Manager

A culture of purpose: Where will your BCD M&E career take you?

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy? 

Senior Event Manager

We are looking for a Senior Event Manager, based in Sydney to join our dynamic team. This exciting role is responsible for the development, planning and overall operational and execution of meetings, conferences, incentive travel programs and/or special events. The Senior Event Manager works on a variety of projects simultaneously and serves as the day-to-day planning contact for each respective department. 

The Senior Event Manager is responsible for the day-to-day internal contact and project planning functions, as well as overseeing such elements as website development, attendee management, budget management and final program billing.

The Senior Event Manager is accountable but not limited to: 

• The development, planning and overall operational execution of complex meetings, high-level incentive programs and special events for customers. 
• Day-to-day project planning functions, including but not confined to overseeing elements such as website development, attendee management and budget management. 
• Where necessary, documentation of operating processes and ensuring adherence to customer compliance processes and regulations.
• Overall revenue management of every project; project reconciliation and final program billing; reporting of P&L to Finance and BCDME Management.

Your responsibilities 

• Work with customers to develop, coordinate and implement their meetings, incentives and events
• Work with M&E leadership to create, develop, price and facilitate new and repeat business proposals, including, but not limited to destination, air, hotel, activity and event overviews
• Create and develop program timeline. Meet deadlines accordingly.
• Develop and conduct site inspections 
• Assist in development and presentation of sales pitches and proposals, as required.
• Conduct internal pre-program briefings and post-program debriefings, including briefing and debriefings
• Venue sourcing
• Track and report hotel room nights and spend
• Manage day-to-day internal program budgets
• Work to increase program profitability over original priced program received at pre-sale turnover
• Facilitate the creative direction and overall development timeline of program web sites, proofread, present and gain approval
• Facilitate the creative direction and fulfillment of program related participant and host communications materials, including, but not limited to save the dates, registration announcements, room gifts, pre-trip and on-site materials, including program signage and participant name badges
• Facilitate and oversee program data management process, data integrity and reporting. Ensure data reconciliation is complete and accurate
• Support and train staff as required 
• Work with the Regional team on strategic plans for process improvement
• Maintain a weekly productivity tracker 
• Manage/allocate workload to the team ensuring all deadlines are met 
• Facilitate and oversee program data management process, data integrity and reporting. Ensure data reconciliation is complete and accurate
• Utilize and leverage BCD M&E preferred hotel agreements when negotiating hotel contracts
• Recommend and utilize BCD M&E approved Destination Management Companies (DMC)
• Source destination, air, hotel and venue options that meet the goals and objectives of the departments
• Negotiate hotel, air and venue contracts
• Negotiate and purchase ground transportation, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors
• Track and manage air, hotel and vendor attrition, cancellation and deposit schedules
• Reconcile all final billing on-site prior to final billing being sent to Finance
• Work with Finance to ensure final billing timeline are met
• Prepare program related Payment Request Forms for suppliers and also Invoice Request Forms for invoicing
• Ensure the timely payment of all supplier/vendor bills and oversee the invoice payment of deposits to ensure payments are received on time. Follow up with relevant departments as needed to address late payments
• Prepare Travel Director Binder to communicate on-site Travel Director Notes, logistic plans, final reports, BCD M&E purchase orders and all other pertinent program related planning materials
• Work with business leadership to ensure a complete and professional presentation of final bill documents to client
• Moderate travel required
• Assumes and performs other duties and responsibilities not specifically outlined herein, as requested

We’re looking for you if your profile matches the following:

• Diploma or Degree in Event Management or equivalent
• Minimum of 5 years experience in planning meetings, incentives, conventions, conferences and/or special events
• Minimum of 5 years experience managing outside vendors, sourcing and negotiating contract services
• Proficiency in word processing and Microsoft Office applications
• Proficiency in database management (Cvent experience ideal)
• Pharmaceutical experience
• Ability to respond to change
• Ability to inspire teamwork and collaboration and achieving results through others
• Competency to manage client relationships-establishing, developing and maintaining trust and loyalty overtime and through changes
• Ability to identify event needs and respond creatively listening to information, asking probing questions, applying knowledge and determining solutions.
• Capability of problem solving-anticipating, initiating and resolving vendor issues.
• Capability of thinking analytically, innovatively, strategically and conceptually.
• Excellent oral and written communication skills
• Effective organizational and time management skills, with a strong ability to manage multiple projects and timetables
• Ability to negotiate pricing and concessions
• Ability to manage a project budget
• Ability to work well under pressure and adapt to ever-changing scenarios.
• Strong attention to detail
• Proficiency in registration management tools
• Strong time management and organizational skills to manage multiple projects

What we offer you

• A culture of purpose where we are invested in your happiness and career growth
• Competitive salary and benefits package 

How to apply

Click apply now to be considered.

Get to know us

BCD Meetings & Events are experts at creating experiences that connect organizations with the people that matter most. With 1,900 passionate people servicing clients in 60+ countries around the world, we offer services across event design, brand experience, meetings management, production and content, venue search and sports travel and hospitality. For more information, visit www.bcdme.com. BCD Meetings & Events is a division of BCD Travel Group. 

This position is not open to third-party recruiting agencies.