Role Description To provide the highest possible level of service to key clients in the legal industry and develop relationships across all areas of Reed & Mackay sharing best in class market knowledge of Events. To ensure maximum revenue generation in all areas of Reed & Mackay Events while always ensuring significant return on investment to the client. Key Responsibilities - Primary lead in organizing, planning, and executing group hotel accommodations of 10+ rooms, ground transportation and/or team activities. - Serve as the primary point of contact for all event-specific requirements, acting as the executive producer from concept to completion. - Source venues, manage vendor relationships, and negotiate contracts to secure high-quality event services. - Build and maintain strong client relationships through proactive communication, anticipating needs, and delivering exceptional customer service. - Manage attendee registration, hotel reservations, and post-event feedback to ensure a smooth participant experience. - Collaborate with cross-functional teams such as Event Technology, Business Travel, and Group Travel to produce complex meetings and events. - Understand and follow your client’s specific needs, processes, and policies. - Assist with enquiries of less than 10 rooms with the Client Events team. - Organize and execute logistics with precision to ensure seamless event delivery. - Establish and nurture positive relationships with clients, vendors, and internal teams, fostering a strong network of reliable partners. - Demonstrate strong negotiation skills to secure favorable terms with suppliers and vendors. - Think creatively and proactively to anticipate changes, troubleshoot challenges, and develop innovative solutions. - Coordinate and attend domestic and international site inspections as needed. - Conduct pre-event briefings and post-event wrap-ups with suppliers, clients, and facility providers. - Management of supplier partners and internal support areas to ensure quality and timely delivery. - Develop and manage event budgets, ensuring accuracy by auditing invoices, tracking expenses, and consistently communicating updates to clients. - Complete post-event reconciliation within established SLA timelines, collaborating with accounting to finalize billing and reviewing charges before client invoicing. - Evaluate program outcomes, assess impact, and identify areas for improvement to drive continuous enhancement of event quality and effectiveness. - Create and manage detailed timelines, budgets, and logistics plans for each event. - Participate in regular team meetings to stay informed on new product launches, industry updates, and internal initiatives. - Attend supplier events and provide Out of Hours support as necessary. - Continuously expand industry and platform knowledge to maintain excellence and innovation in event planning and client service. - Complete training and maintain proficiency in Navan/R&M Systems and related event management tools. - Maintain event calendars, track deadlines, and organize key documents and reports. - Provide administrative support to the events or co-leads, including scheduling meetings, preparing agendas, creating timelines, and taking minutes. - Prepare and process all reconciliation items, including invoices, purchase orders, credit card transactions, and reimbursements. - Maintain accurate databases (CRM, event management tools, etc.) and contact lists. - Coordinate event logistics to ensure seamless event execution. Qualifications - Current relative meeting/event management experience. - Strong project management skills and an ability to manage multiple concurrent projects in various stages. - A critical, independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries. - An empathetic disposition with the ability to always maintain a professional and positive attitude. - Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible while remaining calm under pressure. - Professional oral and written communication skills required. - Excellent knowledge of Microsoft Office products, project management tools, delegate management software, and venue find software. - Knowledge of the financial perspectives of the event and ability to navigate the process to a successful outcome. - Confident and eager to advance knowledge in Gmail, Cvent, Slack, and Salesforce as well as our internal M&E customer service platform. - Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends). Requirements - Expected travel is 20% of the time for this position. Pay Range $70,000 — $90,000 USD