Description

Virtuoso® is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 58 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with 2,500 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Annual sales of (U.S.) $35 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit www.virtuoso.com. 

The Senior Meetings & Events Planner manages all aspects of assigned in-person and digital events. This includes, but not limited to, venue sourcing, contract negotiation, attendee logistics (housing, transportation, F&B, AV), team coordination, event communications, on-site execution, and post-event billing. The role also requires flexibility to plan and execute events of different sizes and scope, and to facilitate digital events across multiple platforms.

The Senior Meetings & Events Planner reports directly to the Senior Director, Global Events Operations, and is responsible for ensuring consistency in accordance with Virtuoso’s global event standards through tailor-made events and other deliverables as assigned. Success is measured by events’ financial performance, planning execution before, during, and after the event, and member/supplier satisfaction aligned with departmental KPIs.

Essential duties and responsibilities include the following. Other duties may be assigned.

1. Responsible for successfully planning and executing in-person as assigned by the Director, Events Operations. Duties to include, but not limited to, registration management, event operations planning and on-site execution, survey creation, final bill reconciliation and reporting on final numbers to deliver accurate forecasting.
2. Responsible for scheduling and communicating logistical details of assigned meetings and events with internal departments such as Member and Partner Relations, Network Communications, Product Marketing, Finance, Service Center, and Event Operations Staff assigned to support the event.
3. Build and manage online registration sites with custom functionality (e.g., dietary needs, targeted audiences, event-specific questions).
4. Responsible for attendee management of all assigned events using registration systems (EMS, virtual event platform, Teams) and working with teams across the organization to meet forecasted attendance of Advisors and Preferred Partners.
5. Act as producer or co-producer of digital events, as assigned. Duties to include, but not limited to managing flow of event, virtual breakout rooms, virtual waiting room, virtual general session room, and virtual staff office, sending Tech Support Staff to assist participants with audio/video, behind-the-scenes for seamless flow of digital events.
6. Prepare and assemble event materials (badges, signage, packets) for review and approval.
7. Provide on-site support for assigned events.
8. Generate registration reports and use mail merge functionality for attendee communications.
9. Lead internal planning meetings: kickoff, operations reviews, debriefs, pre-cons.
10. Manage fast-turnaround projects in dynamic environments.
11. Work evenings and weekends during peak periods.
12. Support global events as assigned, ensuring no conflict with regional responsibilities.
13. Participate in Global Events Calls.

Educational and Skills Requirements:

• Bachelor’s degree
• Certified Meeting Professional certification, preferred
• 5+ years of event management experience
• Proficiency in Microsoft Office applications with focus on ability to produce mail merge, create engaging PowerPoint presentations, basic Excel knowledge to manage budgets, and projected margins on assigned events
• 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
• Self-starter with the ability to work independently, and with a team, and 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 with ability to meet deadlines, multi-task, prioritize, and solve problems in a deadline driven environment with strong attention to detail
• Able to read, understand and update events’ budget using Excel
• Ability to collect and analyze complex information, problem solve and make decisions by applying advanced analytical skills. Strong collaborative skills in inspiring win-win-win outcomes
• 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:

• Travel is required, up to 35% of the time.
• Travel will be primarily domestic but may frequently include international.

Type/Nature of Contacts:

• Internal: Key job contacts are primarily with clerical personnel, as well as managers and director level staff outside of the job’s immediate work unit/department.
• External: Daily contact with hotel personnel, ground providers, décor/florist companies, entertainment and speakers, attendees (advisors, owner/managers, partners from administrative to C-Suite).