Director of Special Events

Job Description

BASIC FUNCTION

Responsible for a variety of programs supporting meetings, conferences, marketing programs and incentive trips throughout the WW Sales organization in a fast paced environment.

The Director of Special Events will manage his/her own projects to include various elements and/or phases of projects including, President's Club, Sales Conferences, Incentive Travel Contests, Senior Level Corporate Meetings, and other projects as prescribed. She/he will be responsible for working with various BU's, senior level executives, ADP departments, and professionals depending on the program and delivery vehicle. This position will work closely with outside vendors, 3^rd party suppliers and contractors who provide services to the department.

ESSENTIAL RESPONSIBILITIES

• Sales Conferences -- A key role in the planning and execution for the WW Sales Conference for multiple business units and program-related deliverables, including: site selection, contract negotiations, project management, creating and maintaining multi million dollar budget, BU client management, adherence to program budget, creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation. (20%)
• President's Club & Inside Sales President's Club -- Work with the VP of Special Events managing the President's Club Planning team, as well as planning and managing various projects for a 3000 person incentive trip. Various duties to include creating timeline, manage project plan, reviewing contracts, create and manage communications, manage website, respond to associate inquiries, determine awards, processing event invoices, assist with air/registration process, and on site execution under the direction of the VP of Special Events and 3^rd party supplier. Manage all elements the budgets for both programs. (25%)
• Executive Meetings -- Plan and execute various Executive meetings for multiple business units and program-related deliverables, including: site selection, contract negotiations, project management, adherence to program budget, creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation (15%)
• Travel Incentive Programs (SuperStarts, Trendsetters etc) -- Work with the team to execute multiple incentive trips for various business units within WW Sales. Duties including: site selection, contract negotiations, project management, creating and maintaining multi million dollar budget, BU client management, adherence to program budget. Assist BU with marketing concepts to create awareness and generate excitement. Creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation. Other duties as described. (10%)
• Budget & Vendor Management --Identify alternatives for keeping meeting & special event costs within the overall budget. Work with VP of Meetings & Special Events and finance to estimate costs and reconcile payments with President's Club and other large programs. Responsible for the working within budget and providing taxation reports to Payroll when applicable. (15%)

SPECIAL ACCOUNTABILITY

This position has a direct impact on BU operations through timely project management of various elements of meetings & special events. There is considerable interaction with all BU's, executives, internal support teams, external and vendors. This position requires understanding of great attention to detail in managing project plans and schedules. Failure to properly perform the job can result in large cost overruns due to rush and/or late fees and attrition fees. Thorough review processes and effective project management must be employed to quickly address any errors.

Only candidates that meet the qualifications will be considered.

QUALIFICATIONS

• Education: BA or BS in Marketing, Communications, Tourism, Hospitality or related field. CMP preferred but not mandatory.
• Experience: 6+ years proven expertise in meeting planning for large conferences, sales incentive programs, executive meetings and other special event events programs. Able to manage multiple projects from conception to completion. Experience with production and staging is also required. Qualified candidates must be able to meet deadlines under pressure in a changing, fast paced, deadline-oriented environment. A strong work ethic and the ability to multi-task with attention to detail are a must.
• Contracts/Budgets: Solid knowledge working with hotel and event contracts. Experience managing external vendor relationships and working within defined budget parameters.
• Travel: This role requires 30-40% travel.
• Skills: Judgment, decision-making and multi-tasking skills are essential aspects of this position. The role requires the ability to facilitate completion of projects on schedule and budget. Creation and management of production schedules and processes are essential skills for the position. Qualified candidates will have excellent organization and communication skills.
• Technology: Applicant must have strong Microsoft Office skills, and moderate knowledge of image manipulation, drawing, page layout, and web design applications. Should have the ability to learn new software quickly, and knowledge of print and other media production processes. Must be willing to learn technical aspects of the company's products and services.
• Education: BA or BS in Marketing, Communications, Tourism, Hospitality or related field. CMP preferred but not mandatory.
• Experience: 6+ years proven expertise in meeting planning for large conferences, sales incentive programs, executive meetings and other special event events programs. Able to manage multiple projects from conception to completion. Experience with production and staging is also required. Qualified candidates must be able to meet deadlines under pressure in a changing, fast paced, deadline-oriented environment. A strong work ethic and the ability to multi-task with attention to detail are a must.
• Contracts/Budgets: Solid knowledge working with hotel and event contracts. Experience managing external vendor relationships and working within defined budget parameters.
• Travel: This role requires 30-40% travel.
• Skills: Judgment, decision-making and multi-tasking skills are essential aspects of this position. The role requires the ability to facilitate completion of projects on schedule and budget. Creation and management of production schedules and processes are essential skills for the position. Qualified candidates will have excellent organization and communication skills.
• Technology: Applicant must have strong Microsoft Office skills, and moderate knowledge of image manipulation, drawing, page layout, and web design applications. Should have the ability to learn new software quickly, and knowledge of print and other media production processes. Must be willing to learn technical aspects of the company's products and services.

The targeted base salary range for this role is listed in the compensation section below. Actual salary may be above or below this range based on factors such as location, skills, and relevant experience. In addition, this position may include additional compensation in the form of bonus, equity, or commissions.

If you are a salaried or hourly worker who works an average of 32 hours or more hours per week, we offer the following benefits: • Medical, Dental, Vision, Life Insurance, Matched 401(k), Student Loan Repayment Program, Wellness Program, Short and Long Term Disability, Charitable Contribution Match, Holidays, Personal Days & Vacation, Paid Volunteer Time Off, and more.

Min $106,000 Max $213,000

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