The Meeting Specialist is the primary NCM representative who works in support of Executive Conference Moderator(s) and Consultant(s) to plan and execute 20 Group meetings, in-dealership meetings, and OEM programs. The Specialist serves as the primary resource for meeting planning tasks including hotel accommodations, dinner reservations, activity planning, food and beverage, audio and visual requirements, and transportation.
Duties and Responsibilities
• Create/maintain a minimum of 2 years out of meetings for all 20 Group, Benchmark Plan Groups, and Consulting Engagements on behalf of the Retail Solutions Division.
• Review Contract Request Forms submitted by Executive Conference Moderator(s) and Consultant(s) for accuracy and completeness prior to submitting to Maritz for sourcing.
• Work closely with Maritz through contract process. Responsible for updating Engagement-related information in Salesforce after receiving the signed contract from Maritz.
• Initiates communication with Hotel contact(s) to ensure preparations (group block created/open, reservation weblink available, banquet menus secured, Executive Conference Moderator(s) guestroom reservation secured, etc.), are underway for future engagements.
• Effectively communicate and execute all aspects of meeting planning with appropriate person(s) regarding any potential impacts to stated deadlines etc.
• Responsible for providing members with the Meeting Registration Form and Activity Registration Form including subsequent follow up messaging until registration is confirmed or meeting occurs. Update Meeting and Activity Attendance in the database.
• Meeting Planning: negotiation and guarantee of food and beverage, audio visual, on/off-site activities, transportation, etc., within the standard operating timeframe.
• Works with the Executive Conference Moderator(s) and/or Consultant(s) for approval and processes all necessary deposits or payments for hotels, on/off site dinners, activities, transportation, etc. remitted on behalf of the 20 Group Members or OEM programs during the meeting planning process.
• Create/maintain all required meeting documentation for the Retail Solutions Division related to assigned engagements.
• Meeting material maintenance; proofing, editing, and preparing meeting literature. Proofs any client facing material to ensure accuracy and professionalism on behalf of the company.
• Responsible for working with Executive Conference Moderator (s) and hotel properties in efforts to reduce hotel attrition expenses.
• Monitor travel notifications for Executive Conference Moderator(s) expected arrival/departure and pre-con information.
• Execute meeting product request/s and submit meeting packs to the Power App.
• Assists with new employee training as needed. As such, the associate is knowledgeable and efficient with all responsibilities within the role.
• Assists with work overflow.
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• Bachelor’s Degree preferred; however, requirement may be satisfied with equivalent combination of education and experience.
• A minimum of 2 years related work or industry experience.
• Knowledge of CRM/databases, Salesforce.com a plus.
• Advanced capabilities with Microsoft Office.
• Ability to handle private and confidential information in accordance with company’s interests and policies, legal requirements, and business ethics.
• Strong time management skills.
• Strong organizational skills, attention to detail, and superior multi-tasking abilities.
• Solid problem-solving skills.
• Strong written and oral communication skills.
• The ability to work in a fast-paced environment and adapt quickly to change.
• While performing the duties of this job, the employee is routinely required to stand, walk, sit, speak, hear, see and use hands to handle objects.
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