Carlson Wagonlit Travel

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Meeting Specialist

at Carlson Wagonlit Travel

Posted: 5/8/2019
Job Reference #: 1900011Q
Categories: Other/General

Job Description

Major Areas of Responsibility: 


  • Assist fellow planners with daily tasks, attendee management and budget entry 

  • As directed, be a point of contact for support areas (e.gcustomer service, registration solutions, data management, client communications) 

  • Escalate potential issues to assigned Meetings & Events Planner or Supervisor/Manager 

  • Coordinates small programs or be responsible for delivery of al a carte services under the direct supervision of a Meetings and Event Planner or Supervisor/Manager. Such duties may include (but are not limited to): 


  • Meeting/Event Planning process:  determine purpose of the meeting; prepare a project plan; prepare specifications; obtain historical information related to program 

  • Facilities & Services:  determine appropriate geographical location; determine venue; identify services required; coordinate security procedures; plan, order and oversee technology requirements; conduct a pre-meeting briefing with suppliers and facility providers; plan/create agendas for site inspections 

  • Financial & Contract Management:  identify ancillary revenue sources and/or cost savings opportunities; develop budget for meeting; may be required to negotiate contracts; ensure completion of payment and/or billing process; manage to budget 

  • Logistics: establish invitation/registration procedures; assess risk management to determine insurance and operations needs; determine exhibitor booth assignments/setup process; secure transportation arrangements; communicate travel arrangements; determine setup for function rooms including AV; coordinate shipping of materials 


  • Assist with other program tasks that may include: Customer Service team brief, creating brief notes, following up with vendors, researching activities, menu planning, theme parties, breakout function space management, drafting purchase order, updating program grids, research merchandise (room gifts), creating on site shipping inventory, VIP grid, proofing, assemble trip kits 

  • Time tracks as requested by management 

  • Complies with M&E technology usage as required (Lanyon and/or Cvent) 

  • Increase M&E Industry knowledge by attending internal training, external events supplier presentations, and team meetings. 

  • Proactively escalate potential client or program issues for timely resolution. 

  • Meeting measurable performance targets (see below) 

  • Other duties as required/requested 


Skills and Required Qualifications: 

  • 1-3 years of Meetings & Events planning experience  

  • Computer proficiency in Microsoft Office suite, Apple OS, software and hardware. 

  • Quick learner for various technology platforms 

  • College diploma or degree in related field 

  • Financial Acumen 

  • Strong multi-tasker who works well under pressure, ability to handle multiple projects 

  • Knowledge of web based registration tools is a plus 

  • Working towards CMP designation an asset 

  • Ability to operate in a project team environment and take direction from a Project Lead 

  • Excellent communication skills: verbal; oral and presentation 

  • Ability to work in fast paced environment 

  • Ability and willingness to travel as required 


Competencies Required: 


Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers. 


Priority Setting: Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. 


Organizing: Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. 


Planning: Accurately scopes out length and difficulty of tasks and projects; sets objectives and goal; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results. 


Written Communications: Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect. 


Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. 


Listening: Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees. 


Technical Learning:  Picks up on technical things quickly; can learn new skills and knowledge; is good at learning new industry, company, product, or technical knowledge-like internet technology; does well in technical courses and seminars