Meeting Manager

A position has become available in the Event Coordination department for a candidate with previous experience in meeting coordination. This candidate will coordinate all aspects of assigned meetings and events, from initial contact through to the completion of the function/meeting. Working with clients, internal departments and service contractors, the candidate will ensure the smooth, efficient staging and production of corporate meetings and trade and consumer shows

JOB DESCRIPTION

Coordination: 

• Coordinates and executes all aspects of assigned events including room set-ups, audio-visual requirements, floor plans, invoicing and post-event reporting 


• Serve as the main point of contact for clients planning meetings and events 


• Conducts on-site inspections/tours of contracted space with clients 


• Provide expert guidance to clients on meeting setups, logistical planning and other event-related services. 


• Collaborate closely with clients to understand their event requirements, objectives, and preferences. 


• Develop detailed event plans, including cost estimates, timelines, and logistical arrangements. 


• Oversee event from setup to breakdown, ensuring that all arrangements are executed according to client specifications. 


• Consult and recommend in-house services and pricing information. 


• Liaises with all suppliers and contractors, ensuring building guidelines and specifications are understood followed and all client logistics are received and distributed accurately 


• Promotes and up sell MTCC services and all MTCC official and exclusive partners.  

Customer Relations: 

• Communicates daily with clients, departments, suppliers and contractors to ensure smooth efficient staging of event. 


• Provide exceptional customer service, addressing client needs and inquiries promptly and professionally. 


• Foster strong relationships with clients, vendors, and stakeholders to deliver exceptional event experiences. 


• Guides, educates, and assists in the development and training of Event Coordinators and fellow meeting managers.  


• Participates in performance reviews of event coordinators  

Administrative:  

• Maintain accurate and up-to-date event records, client communications, and documentation. 


• Assists in the department operation by participating in Facility Operations meetings and producing various monthly reports when required. 


• Forecast event details for future events in the Meeting Manager’s portfolio, as part of the yearly budgeting process 

Job Skills and Qualifications 

• 2-3 years of experience working in Event/Meeting planning, preferably in a hotel, related venue, or planning organization 


• Proven organizational skills and the ability to manage multiple events simultaneously. 


• Strong understanding of event logistics, audiovisual equipment, and room setups 


• Excellent communication and interpersonal skills, with the ability to build rapport with diverse clients and teams. 


• Proficient in Microsoft Office Suite, including Teams, Word, Excel and other relevant tools is required 


• Proficient in using event management software (Momentus) and floorplan software is an asset 


• Fluency in French is an asset 


• Ability to work early mornings, evenings, weekends, and extended hours as required by event schedules. 


• CMP is an asset