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Director Special Events

ADP


Location:
Roseland, NJ
Date:
06/16/2017
2017-06-162017-07-15
Job Code:
5000207055106
ADP
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Job Details

Company ADP USA

Job Title: Director Special Events

JobID: 5000207055106

Location: Roseland, NJ, 07068, USA

Description:
BASIC FUNCTION Responsible for a variety of programs supporting meetings, conferences, marketing programs and incentive trips throughout the WW Sales organization in a fast paced environment. The Director of Special Events will manage his/her own projects to include various elements and/or phases of projects including, President's Club, Sales Conferences, Incentive Travel Contests, Senior Level Corporate Meetings, and other projects as prescribed. She/he will be responsible for working with various BU's, senior level executives, ADP departments, and professionals depending on the program and delivery vehicle. This position will work closely with outside vendors, 3rd party suppliers and contractors who provide services to the department.
* Sales Conferences -- A key role in the planning and execution for the WW Sales Conference for multiple business units and program-related deliverables, including: site selection, contract negotiations, project management, creating and maintaining multi million dollar budget, BU client management, adherence to program budget, creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation. (20%)
* President's Club & Inside Sales President's Club -- Work with the VP of Special Events managing the President's Club Planning team, as well as planning and managing various projects for a 3000 person incentive trip. Various duties to include creating timeline, manage project plan, reviewing contracts, create and manage communications, manage website, respond to associate inquiries, determine awards, processing event invoices, assist with air/registration process, and on site execution under the direction of the VP of Special Events and 3rd party supplier. Manage all elements the budgets for both programs. (25%)
* Executive Meetings -- Plan and execute various Executive meetings for multiple business units and program-related deliverables, including: site selection, contract negotiations, project management, adherence to program budget, creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation (15%)
* Travel Incentive Programs (SuperStarts, Trendsetters etc) -- Work with the team to execute multiple incentive trips for various business units within WW Sales. Duties including: site selection, contract negotiations, project management, creating and maintaining multi million dollar budget, BU client management, adherence to program budget. Assist BU with marketing concepts to create awareness and generate excitement. Creation of banquet event orders, maintain rooming list liaison with air & registration teams, program specifications design, on site management, trip director sourcing, invoice generation and final billing reconciliation. Other duties as described. (10%)
* Budget & Vendor Management --Identify alternatives for keeping meeting & special event costs within the overall budget. Work with VP of Meetings & Special Events and finance to estimate costs and reconcile payments with President's Club and other large programs. Responsible for the working within budget and providing taxation reports to Payroll when applicable. (15%) ON- Performs other duties as assigned. REPORTING RELATIONSHIPS A. Supervisor: VP of Meetings & Special Events
* Supervision Received: Limited
* Supervisory Authority: None SPECIAL ACCOUNTABILITY This position has a direct impact on BU operations through timely project management of various elements of meetings & special events. There is considerable interaction with all BU's, executives, internal support teams, external and vendors. This position requires understanding of great attention to detail in managing project plans and schedules. Failure to properly perform the job can result in large cost overruns due to rush and/or late fees and attrition fees. Thorough review processes and effective project management must be employed to quickly address any errors. Only candidates that meet the qualifications will be considered. QUALIFICATIONS
* Education: BA or BS in Marketing, Communications, Tourism, Hospitality or related field. CMP preferred but not mandatory.
* Experience: 6+ years proven expertise in meeting planning for large conferences, sales incentive programs, executive meetings and other special event events programs. Able to manage multiple projects from conception to completion. Experience with production and staging is also required. Qualified candidates must be able to meet deadlines under pressure in a changing, fast paced, deadline-oriented environment. A strong work ethic and the ability to multi-task with attention to detail are a must.
* Contracts/Budgets: Solid knowledge working with hotel and event contracts. Experience managing external vendor relationships and working within defined budget parameters.
* Travel: This role requires 30-40% travel.
* Skills: Judgment, decision-making and multi-tasking skills are essential aspects of this position. The role requires the ability to facilitate completion of projects on schedule and budget. Creation and management of production schedules and processes are essential skills for the position. Qualified candidates will have excellent organization and communication skills.
* Technology: Applicant must have strong Microsoft Office skills, and moderate knowledge of image manipulation, drawing, page layout, and web design applications. Should have the ability to learn new software quickly, and knowledge of print and other media production processes. Must be willing to learn technical aspects of the company's products and services.



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