Regional Events Manager

4 weeks ago

London, Greater London, United Kingdom Virtuoso, LTD. Full time

Virtuoso, LTD. is seeking a highly skilled Regional Events Manager to join our team. As a key member of our Events Operations department, you will be responsible for ensuring market relevancy with regional events and activities.

This role manages regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs while maintaining global consistency across all regions as set by the Global Events Team.

The Regional Events Manager will be required to support the regional business plan/Playbook and budget.

This is a 100% remote position that requires strong communication, presentation, and writing skills, as well as the ability to work effectively with vendors and all levels of staff.

Key Responsibilities:

  • Plan and execute events across the region, including destination and hotel search, event budget development and maintenance, contract negotiation, registration management, event operations planning and on-site execution.
  • Schedule and communicate logistical details of assigned meetings and events with internal departments.
  • Gather all necessary details to build online registration sites for all events.
  • Search for destination and hotel availability, collect hotel responses, and create detailed OpEx budget to determine estimated event costs and projected margin.
  • Negotiate vendor contracts to maximize favorable terms and deadlines for the event.
  • Liaise with hotels on event details, including room setup, menu selection, room block pick up report, and final bill audit.
  • Collaborate with other internal departments on tasks related to the success of the events assigned.
  • Create, duplicate, distribute, and assemble meeting and event materials, including name badges, tent cards, signage, packets, and other creative materials.
  • Provide onsite support when traveling on assigned events, as necessary.
  • Generate and understand registration reports for assigned events, with the ability to do mail merges for communication with attendees.
  • Schedule and manage team meetings related to the event, including kick-off meetings, event operations review before event operation, event debrief after event operation, Virtuoso Staff pre-con, and other meetings as needed.
  • Manage tight turn-around projects in an atmosphere that is conducive to changes and delays.
  • Assist, travel, and operate global events in conjunction with the global events team, as determined by the Director, Events Operations, without conflicting with regional duties and events' schedule.
  • Participate in Global Events Calls as time zone permits, and review meeting recordings if in-person participation is not possible.

Requirements:

  • Bachelor's Degree in Tourism and Hotel Management highly desirable.
  • 3+ years of proven experience with planning and executing events.
  • Travel industry experience preferred.
  • Proved bilingual, as dictated by the region.
  • Proficiency in Microsoft Office applications, including mail merges, PowerPoint presentations, and basic Excel knowledge.
  • Excellent customer service skills and demonstrated ability to address and resolve complaints with a high degree of professionalism.
  • Pro-active and engaged, with the ability to anticipate events and team needs.
  • Ability to work effectively with vendors and all levels of staff.
  • Understanding of diversity, foreign cultures, and customs.
  • Strong communication, presentation, and writing skills, demonstrated ability to exercise independent and sound judgment.
  • Strong organization and time management skills.
  • Ability to develop and manage assigned deadlines.
  • Able to read, understand, and update events' budget using Excel.
  • Ability to multitask, prioritize, and problem solve in a deadline-driven environment with strong attention to detail.
  • Ability to collect and analyze complex information, problem solve, and make decisions by applying advanced analytical skills.
  • Self-starter with the ability to work independently.
  • Ability to travel within the region for events and long-haul destinations to support global events, as needed, including weekends and holidays when necessary (passport required).
  • Ability to work nights and weekends when necessary to prepare for event(s).

Travel Requirements:

  • 25%+ of time for this role will be spent traveling, attending events, member conferences, and team meetings.
  • Travel will be primarily domestic but could include some international.

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