This job is only open to employees in the following states: Utah, Kansas, Iowa, Pennsylvania, North Carolina, and Alabama. 

Position Summary

In this role you are expected to exemplify and improve the processes of operational logistics for group travel events as you maintain extreme proficiency in all responsibilities assigned to Operations team members. You are expected to communicate and collaborate with all departments and vendors to ensure an exceptional team member and customer experience. You will be expected to represent Destinations as an industry leader by cultivating strong internal, client, and vendor relationships and attending group travel events. 

This job is only open to employees in the following states: Utah, Kansas, Iowa, Pennsylvania, North Carolina, and Alabama. 

Essential Functions as Project Manager:

• Work closely and think strategically with Sales and Event Manager(s) to oversee and coordinate all operational/logistical aspects of group events such as; individual and/or group flight accommodations, hotel/lodging accommodations, transportation needs, excursions and group activities, entertainment and AV needs, food and menu selections, client meeting/training needs and gifting/room drops.

• Work with the Event Manager(s) to create mail merge lists for the produced collateral and timely send all travel information and documents and/or app materials for clients, vendors, and guests. 

• Work closely and brainstorm with the Event Multimedia Specialist to update and maintain registrations and websites.

• Responsible for and works with the Event Manager (also responsible) for all deadlines as set forth by the client, vendor, and internal goals of the company.

• Work closely with Event Manager(s) and Event Multimedia Specialist to approve the final versions of website/registration, e-blasts, docs, etc before they are published or produced.

• Manage all payments:  Collect from clients & guests, payments out to vendors (hotel, cruise, etc), etc.

• Work with the Event Manager to track all accounting for the group event. Provide pre-trip and post-trip final accounting after project’s completion and ensure attainment of profit margin percentage requirements. 

• Attend and assist as needed for the execution of effective PreCon and other crucial meetings with stakeholders.

• If not traveling with assigned groups, ensuring complete availability while being remote. 

• Work with the Event Manager to assign projects/tasks to the Operations Coordinator(s), and/or Operations Support to ensure they have the knowledge to complete assignments and resolve issues quickly.

• Follow established SOPs for creating and managing extensive spreadsheets and documentation requirements for various projects in Trello and Google Drive. 

• Take complete ownership of assigned Subject Matter Expert (SME) topics and creation/implementation/training of required Standard Operating Procedures (SOPs). 

• Take initiative to complete company projects, operations tasks, and improve procedures as assigned or as needed.

• Other duties as assigned by their supervisor.

Essential Skills and Abilities:

• Approach each group event with a proactive and agile mindset. Ability to quickly and accurately give updates on the status of each project/event.

• Confidently solve problems and ability to think quickly through immediate and urgent problems

• Respond quickly and effectively to guests, clients, vendors, and team members. Follow 1:24 rule. 

• Ability to manage multiple projects at once by prioritizing and organizing tasks effectively and meeting deadlines and due dates.

• Demonstrate exceptional professionalism by abiding by Destinations Hosting Guidelines while traveling. 

• Effectively communicates and collaborates with all internal departments, clients, and vendors to ensure an exceptional customer experience.

• Understands and accepts that they are not only a team leader to coach and mentor others, but also responsible for performing essential functions of Event Manager at an elevated level. They must manage their time and efforts accordingly.

• Has shown increased maturity and professionalism by acting as a role model and leader to everyone around them and follows the correct path of escalation.

Competencies:

Computer/Office Equipment Skills

• Advanced computer operating skills

• Advanced technical skills and knowledge 

• Google G-Suite (Gmail, Google Docs; Sheets; Slides)

• Microsoft Excel 

• Cvent

• Formsite

• Type a minimum of 50 words per minute

• Advanced knowledge of Trello, it’s functions, and Destinations procedure.

• Mastery of all Destinations SOPs for Operations department.

• Superior skills in client, guest communication & team member communication.

• Knowledge of the travel industry, and travel in general.

Experience

• Minimum of 1 year of previous event planning experience or project management experience

• Preferred experience in the hospitality industry.

Education

• Bachelor's degree in business, event management, or hospitality. 

Schedule

• Full time; Monday - Friday 8:00am - 5:00pm

• Additional hours as required for travel and events 

Travel Requirements

• Ability to travel both domestically or internationally (passport required) on a regular basis up to and possibly exceeding 2 separate trips per month. 

• 20-30% of work schedule will be spent traveling with customer groups. 

Physical Demands

• Ability to talk, hear, see, sit, use hands to handle or feel and reach with hands and arms consistently

• Ability to stand, walk, kneel and crouch- occasionally for extended periods of time (10-16 hours) 

• Ability to lift up to 10 pounds consistently and up to 50 pounds occasionally

EEO Statement 

This company is dedicated to a policy of affirmative action and equal opportunity in employment without regard to race, religion, gender, sexual orientation, national origin, age, veteran or disabled status, or any other protected class. Reasonable accommodations will be made as appropriate to enable any employee or applicant for employment to safely and properly perform the job as requested and as appropriate.

Other Duties 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.