Messina Group seeks a Communications Manager for a client in Lake Zurich, IL.

The Meeting & Event Specialist position is responsible for flawless execution of meeting logistics from inception through completion, including onsite management.  This role will encounter a variety of types of meetings including conventions, sales meetings, etc. Projects will be assigned based on skillset with some responsibilities being in support of senior-level planners and the manager. Based on your experience, I thought you might be interested.

Essential Duties and Responsibilities:

  • Establish trusted working relationships with stakeholders and vendors.  
  • Manage regional conventions, tracking of conference submissions/approvals, sponsorship payments, reporting, and final billing reconciliation. 
  • Manage patient advocacy organizational fundraiser walk events managing the sponsorship selection, graphics etc. 
  • Be the subject matter expert on the online convention portal system. Provide training to field sales and be a resource for questions. 
  • Manage development and inventory of graphics to be used for regional conventions and maintain tracking of expiration to ensure compliance with promotional policies.
  • For conventions, act as direct point of contact with applicable associations.  Review and communicate association guidelines and policies as outlined in their prospectus to stakeholders, including making recommendations for sponsorships. 
  • Project Management of the meeting – set up planning calls, providing deadlines of deliverables, and maintaining ongoing communications between stakeholders, creative agency, and exhibit agency. 
  • Sourcing and contract housing, meeting space, and/or event venue appropriate and compliant according to company guidelines.
  • Maintain working documentation that highlights all logistical specifications and can be provided to confirm expectations with suppliers. (ie. Housing, Audio Visual, Food & Beverage, Exhibit booth, etc.)
  • Develop registrations websites for attendees to refer for meeting information, as well as register requirements for housing, travel, etc.
  • Partner with approved travel management company to book air travel for sales meetings.
  • Obtain a list of required materials, order from warehouse, track shipment, and ensure they are appropriately distributed. 
  • Ensure all meetings are fiscally responsible by creating an estimated budget for business approval, plan according to the budget, reconcile final costs providing a budget vs. actual with captured negotiated savings.
  • Review company policies and communicate compliance guidelines surrounding planning to the intended audience.  Ensure healthcare provider reporting is completed on-time and accurately.
  • Meeting assignments will be determined based on the complexity and time requirements. Scope of meetings may require a team of planners to execute and it will be required for this position to play a supportive role to other planners and the department manager.
  • Travel may be required, not to exceed 10% of total hours over the year
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Event Planning Coordinator | Contract

Lake Zurich, IL

Messina Group seeks a Communications Manager for a client in Lake Zurich, IL.

The Meeting & Event Specialist position is responsible for flawless execution of meeting logistics from inception through completion, including onsite management.  This role will encounter a variety of types of meetings including conventions, sales meetings, etc. Projects will be assigned based on skillset with some responsibilities being in support of senior-level planners and the manager. Based on your experience, I thought you might be interested.

Essential Duties and Responsibilities:

  • Establish trusted working relationships with stakeholders and vendors.  
  • Manage regional conventions, tracking of conference submissions/approvals, sponsorship payments, reporting, and final billing reconciliation. 
  • Manage patient advocacy organizational fundraiser walk events managing the sponsorship selection, graphics etc. 
  • Be the subject matter expert on the online convention portal system. Provide training to field sales and be a resource for questions. 
  • Manage development and inventory of graphics to be used for regional conventions and maintain tracking of expiration to ensure compliance with promotional policies.
  • For conventions, act as direct point of contact with applicable associations.  Review and communicate association guidelines and policies as outlined in their prospectus to stakeholders, including making recommendations for sponsorships. 
  • Project Management of the meeting – set up planning calls, providing deadlines of deliverables, and maintaining ongoing communications between stakeholders, creative agency, and exhibit agency. 
  • Sourcing and contract housing, meeting space, and/or event venue appropriate and compliant according to company guidelines.
  • Maintain working documentation that highlights all logistical specifications and can be provided to confirm expectations with suppliers. (ie. Housing, Audio Visual, Food & Beverage, Exhibit booth, etc.)
  • Develop registrations websites for attendees to refer for meeting information, as well as register requirements for housing, travel, etc.
  • Partner with approved travel management company to book air travel for sales meetings.
  • Obtain a list of required materials, order from warehouse, track shipment, and ensure they are appropriately distributed. 
  • Ensure all meetings are fiscally responsible by creating an estimated budget for business approval, plan according to the budget, reconcile final costs providing a budget vs. actual with captured negotiated savings.
  • Review company policies and communicate compliance guidelines surrounding planning to the intended audience.  Ensure healthcare provider reporting is completed on-time and accurately.
  • Meeting assignments will be determined based on the complexity and time requirements. Scope of meetings may require a team of planners to execute and it will be required for this position to play a supportive role to other planners and the department manager.
  • Travel may be required, not to exceed 10% of total hours over the year

Learn More:

Jenni McBride

Senior Talent & Business Development Advisor

jmcbride@messinagroupinc.com

847-692-0612

Send email View LinkedIn

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