Project Manager, Meetings and Incentives

Madison is currently seeking an ambitious, dynamic, and entrepreneurial individual to join our New York-based team as a Project Manager, Meetings and Incentives. The ideal candidate should be motivated and possess a strong planning background with excellent organizational, communication, and problem-solving skills, along with the ability to thrive in a fast-paced, fun work environment. A proven track record of successfully working with diverse participant groups and completing detailed assignments in the planning and implementation of meetings and events is essential. The role requires the ability to multi-task, plan multiple programs, and manage program deadlines effectively. As Project Manager, you will be involved in meetings and events of various types and sizes, including but not limited to National Meetings, Sales Meetings, Product Launches, Conferences, and Incentive Programs. This position offers the opportunity to interact with a wide variety of people while managing multiple projects simultaneously. Detailed Responsibilities:

• Accountable for comprehensive project management of various meetings and events for assigned clients from inception through completion.
• Oversee management of overall project timeline
• Establish personal rapport with client representatives as assigned to develop professional relationships and gain clear understanding of client needs and expectations.
• Assist in preparing details for sourcing, destination research, budget, general program outline.
• Negotiate and contract local vendors as needed, defining the scope of each meeting/event (e.g. ground transportation, entertainment, offsite recreational activities, and décor elements via direct vendors and/or preferred destination management companies) as well as addendums and concession requests to support successful events.
• Manage (creating, tracking, reporting) budgets for each event while adhering to confirmed budgets, updating with revised information throughout the planning process.
• Prepare and/or create program specifications (menus, setups, audio visual) to event locations.
• Coordinate transportation arrangements for all participants in the most costeffective and efficient manner inclusive of air travel and between airports and venues.
• Manage relationships with vendors, hotel staff, and other partners to ensure delivery of services as defined by client requirements.
• Facilitate the creative direction and fulfillment of program related communication materials.
• Travel onsite and manage operations team serving as lead representative for suppliers and client.
• Program management within Client Event Platform; managing status and associated data throughout program cycle.
• Conduct postevent evaluations and reporting while ensuring data reconciliation is complete and accurate.
• Responsible for full auditing and reconciliation of all invoices and presenting the client with accurate final bill.

Key Competencies:

• Excellent interpersonal skills, with the ability to effectively communicate with and relate to all levels both within and outside the organization.
• Detail oriented with proven initiative and followthrough.
• Capability to recognize and address projects with a sense of urgency, ability to meet deadlines, and work with competing priorities.
• Must be a team player.
• Ability to work well under pressure, maintain enthusiasm, and high energy while meeting deadlines.
• Proficiency in all Microsoft Office applications (e.g., Microsoft Excel, Microsoft Word, PowerPoint etc.)
• Proven aptitude for technology and/or software solutions preferred but not required (e.g., Cvent, Mobile APP)
• Strong accounting skills with a track record of budget management and full understanding of client financial requirements and deadline
• Work within Project Management platforms and communication channels to ensure task and deadlines are met (e.g., SLACK; Monday.com)

Qualifications:

• Certified Meetings Professional (CMP) certification strongly preferred.
• Minimum of 5 years’ experience in planning corporate meetings & incentives
• Minimum of 5 years’ experience in dedicated client management, outside vendors, sourcing and negotiating contract services
• Prior operations experience in hospitality/travel industry or equivalent a plus
• Ability to travel by airplane, boat, rail and/or car.
• This position requires approximately 40% domestic/international travel with some weekends.
• This position is fully remote.

Reports to the Director of Travel Operations Madison is a proud Employee Stock Ownership Plan (ESOP) company. Through our ESOP, employees earn shares in the company over time, creating an added retirement benefit that grows alongside Madison’s success. We offer a robust benefits package which includes medical, dental, vision, and 401(k) plans. Our offerings also include medical and dependent care Flexible Spending Accounts (FSA), life insurance, disability coverage, and pet insurance. Additionally, we provide tuition reimbursement and "You Belong," our employee reward and recognition program. Apply tot his job Apply To this Job