Meeting and Event Manager

We are seeking a professional, enthusiastic and organized Meeting & Event Manager to join our fun, close-knit team. The ideal candidate will be outgoing, a problem solver, and customer service-oriented. They should possess excellent organizational skills and the ability to work independently. This role will primarily involve planning small luncheons and gatherings for multiple clients while also assisting with larger conferences and events as needed. The candidate must have a flexible daily schedule, reliable transportation, home office space and be in the Austin or surrounding area.

Responsibilities:

• Plan, execute and attend small luncheons, meetings, and similar event.
• Coordinate event logistics including venue selection, catering, audio-visual equipment, transportation, and accommodations.
• Manage the registration table at events, greet guests, distribute name badges or materials, and address any registration-related inquiries or issues promptly and courteously.
• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial constraints.
• Communicate with clients to understand their needs and preferences, providing exceptional customer service throughout the planning process.
• Collaborate with vendors and contractors to ensure seamless execution of events.
• Conduct site visits and inspections to evaluate venue suitability and ensure all requirements are met.
• Troubleshoot any issues or challenges that may arise during events, providing quick and effective solutions.
• Assist with the planning and execution of larger conferences and events as directed.
• Maintain accurate records, including attendee lists and event evaluations.
• Provide general event support as needed, including telephone support, exhibit support, and speaker management.
• Confirm speakers and coordinate speaker logistics, including requesting speaker documents and managing speaker schedules.
• Stay informed about industry trends, best practices, and new technologies to continually improve event planning processes.
• Perform other duties as assigned.

Requirements:

• Proven experience as a meeting planner role, preferably in the hospitality, event planning and/or association management industry.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Ability to manage multiple events for multiple clients keeping them separate without mix-up.
• Proficiency in setting up and troubleshooting audio-visual equipment, including projectors, microphones, and sound systems, to ensure smooth and professional presentations.
• Ability to assist speakers with PowerPoint presentations, including formatting, troubleshooting technical issues.
• Strong interpersonal and communication skills, with a customer service-oriented approach.
• Ability to respond quickly to client needs and problem-solve onsite with demonstrated capability to anticipate and address potential issues proactively, ensuring seamless execution of events.
• Strong problem-solving skills and the ability to think on your feet to troubleshoot onsite and make quick, effective decisions to uphold client satisfaction.
• Ability to think outside the box with a creative and innovative approach to problem-solving and event planning, with a willingness to explore unconventional ideas and solutions to meet client needs and exceed expectations.
• Proactive in seeking out new trends, technologies, and best practices.
• Proficiency in event planning software and Microsoft Office suite.
• Aptitude for quickly learning and proficiently utilizing event management software to generate reports for badges, attendance lists, and other essential data. Ability to adapt to different event management platforms as needed and stay updated on new features.
• Demonstrated expertise in Microsoft Word and Excel, including the ability to create and edit documents, spreadsheets, and presentations with precision and efficiency. Familiarity with advanced features and functions such as mail merge to streamline administrative tasks and reporting.
• Ability to work independently and as part of a team, with minimal supervision.
• Flexible schedule with availability to work evenings and weekends (on the rare occasion that it’s needed/requested).
• Reliable transportation and a valid driver's license for travel to event locations.
• Home office space with reliable internet connection and necessary technology for remote work.
• Bachelor's degree in hospitality management, event planning, or a related field preferred but not required.
• Experience or understanding of association management principles, including knowledge of membership structures, governance practices, and fundraising strategies commonly used in the nonprofit sector.

Benefits:

• Competitive salary commensurate with experience and qualification.
• Remote position.
• Fun and supportive work environment.
• Flexible daily schedule.
• Phone and internet stipend.
• Computer, printer and supplies provided.
• Reimbursement for mileage incurred during travel to meetings and events.
• Opportunities for professional development and advancement within the company.

If you possess a high level of self-motivation, enjoy event planning, have strong customer service skills with a friendly demeanor, we encourage you to apply to join our team!

Please submit your resume and why you believe you would be a great addition to our team by March 29. Email jgeorge@projag.com.

About PROjag Management: Established over a decade ago, PROjag Management is a boutique association management firm characterized by a small, yet highly skilled team dedicated to elevating the standards of association management. We offer innovative management services to associations, foundations, and societies. With an unwavering commitment to excellence and a diverse clientele, we have carved a niche for ourselves in delivering unparalleled services tailored to the unique needs of each association we serve.

Job Type: Full-time

Pay: $3,000.00 - $3,500.00 per month

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Remote