Event Manager, Boston

GENERAL DUTIES AND RESPONSIBILITIES To support the vision, mission and guiding principles of the Company. While performing any procedure, all associates must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required. Attend and participate in training opportunities and seminars relevant to this position. Adhere to appropriate company operating procedures, benefit rules, employment, and safety policies/practices. ESSENTIAL DUTIES AND RESPONSIBILITIES Event Planning and Execution Lead all phases of event management, including contracting, planning, budgeting, logistics, and on-site execution for assigned programs including high-touch clients and large-scale programs. Serve as the primary point of contact for clients throughout the planning process and maintain an open line of communication with client during program dates and when client is in destination. Ensure program details meet client expectations while adhering to budgets, timelines, and company standards. Conduct assigned program operational site inspections, planning visits and walkthroughs. Be onsite during program duration; be flexible and maintain an open line of communication with client during program dates and when client is in destination. Manage the production of all program materials including diagrams, manifests, run-of-show documents, schedules, permitting and vendor confirmations. Ensure programs meet profitability targets by tracking costs, managing the P&L, and maintaining or growing profit margin from initial contract. Overseeing billing in collaboration with the Program Financial Manager. Client Relations Build and maintain strong client relationships through clear communication, professionalism, and thoughtful problem-solving. Support the client experience from contracting through post-event follow-up, ensuring satisfaction and repeat business. Identify and sell to client, potential upsell opportunities, increasing profit margin and providing added value as destination expert throughout program planning and execution. Send thank you email and complete post-program checklist including but not limited to post event surveys, post-con, etc. Team and Department Collaboration Collaborate with Sales, Strategic Accounts (if applicable), Design & Development, Creative Studio, and Vendors in successful and cohesive program delivery. Communicate to local leadership and team of event and operational success and advise best practices. Communicate with strategic team leads, if applicable, key program planning milestones, and preparations for optimum program success. Support departmental goals through cross-functional communication and alignment. Participate in weekly event management and/or team meetings and other internal planning sessions. Work with Staffing Coordinator to manage field staff assignments. Be willing to assist across destinations and/or travel to help operate and support. Mentorship and Leadership Support training efforts by sharing best practices and process knowledge. Foster a respectful and supportive team environment that reflects the company’s values. Self-educate or partake in training opportunities, representing company at industry/hospitality functions at least three times per year. Participate and assist with FAMs and hotel partner team outings. Oversee part time Event Staff on projects and programs as needed. Vendor and Logistics Management Manage vendor partners, negotiate contracts, and ensure quality of services provided while maintaining company established profitability. Maintain up-to-date knowledge of local venues, transportation options, entertainment, restaurants, and other key program resources. Develop and maintain communications in a cooperative and professional manner with all levels of staff, vendors, industry partners and clients. Conduct post-event debriefs and provide feedback on vendor performance. QUALITY OF WORK RESPONSIBILITIES Each employee at Cohera is expected to carry out all Quality of Work Responsibilities: to work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction. Work well in a fast-paced team environment, be willing to help others, work overtime when required, and deliver quality service to our clients. Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters. Generate new and innovative ways to improve Cohera products and services. Recognize essential elements of a challenge and develop creative solutions. Respond quickly to changing circumstances, anticipate new developments where possible, be receptive to new ideas/methods. Act in a forthright way. Give and accept feedback constructively. Recognize and consider the client’s expectations and needs, be willing to “do what it takes” to fulfill those expectations. Any other duties as assigned. JOB SCOPE This job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted policies and procedures is high. Errors in judgment and execution will waste time and resources, adversely impacting unit performance. Employees operate independently but work is verified by supervision. COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and Experience Six or more years of progressive event management experience in a DMC, agency, or hospitality environment. Three years of event management experience in the DMC industry. Proven track record managing multi-day events and client portfolios. Knowledge, Skills and Abilities Deep understanding of the DMC industry, large-scale event operations, and client lifecycle. Expert-level knowledge of budgeting, forecasting, and profitability analysis. Exceptional leadership, coaching, and team development skills. Advanced understanding of contract negotiation and vendor management. Exceptional communication and interpersonal skills. Strategic thinker with the ability to translate vision into actionable plans. Strong executive-level communication and presentation abilities. High proficiency in multitasking, decision-making, and navigating ambiguity. Skilled in relationship-building with clients, vendors, and internal stakeholders. Solutions-oriented with the ability to work independently and as part of a team. Equipment and Applications Advanced proficiency in Microsoft Office Suite; adaptable to CRM and other software (e.g., Salesforce, Dayforce). Computer, phone, copiers, smart phones, tablets and other standard office equipment. JOB CONDITIONS The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job. While performing the duties of this job, the associate is: Frequently required to perform administrative and professional work using writing tools and electronic media. Required to be ambulatory to move around freely between buildings and between levels within buildings. Occasionally lift and/or move up to 30 pounds. Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work. DISCLAIMER This job description outlines the primary duties and responsibilities of the role as it currently exists. It is not intended to be a complete list of all tasks that may be assigned. From time to time, you may be asked to take on additional duties to support business needs and participation in such tasks will be discussed and agreed upon as appropriate. #J-18808-Ljbffr The Event Manager