Group Design and Planning Executive

At Tropical Incentives DMC, we are leaders in destination management services for the MICE segment, renowned for our expertise, prpesence, exceptional service and innovative solutions. With over 41 years of experience, we take pride in delivering unforgettable experiences for our clients across Mexico and Dominican Republic.

The Assistant to the Group Design and Planning Manager plays a key role in supporting the planning, coordination, and execution of group programs and events. This position involves creating proposals, managing reservations, coordinating site inspections, and ensuring seamless communication with clients and suppliers. The ideal candidate is highly organized, detail-oriented, and skilled in multitasking, with a passion for delivering exceptional service.

Key Responsibilities:

1 Program Support:

• Assist in designing and customizing itineraries and group programs based on client needs.
• Help coordinate logistics, including transportation, accommodations, activities, and special events.
• Ensure all program details align with client objectives, budgets, and timelines.

2 Proposal and Presentation Creation:

• Develop professional proposals and presentations in PowerPoint for client review.
• Customize content to highlight unique experiences and align with client expectations.

3 Reservation and Supplier Coordination:

• Create and manage reservation forms for accommodations, transportation, and activities.
• Contact suppliers to confirm availability, negotiate rates, and secure bookings.
• Maintain accurate records of all reservations and supplier agreements.

4 Site Inspection Coordination:

• Prepare detailed site inspection agendas, including schedules, transportation, and activities.
• Coordinate reservations and logistics for site inspections.
• Assist in organizing and hosting site inspections for clients and stakeholders.

5 Client Communication:

• Respond to client emails promptly and professionally, providing updates and addressing inquiries.
• Conduct follow-ups to ensure client satisfaction and confirm program details.
• Act as a secondary point of contact for clients during the planning process.

6 Administrative Tasks:

• Prepare and maintain detailed program files, including contracts, itineraries, and budgets.
• Track expenses and assist in preparing financial reports for clients.
• Manage schedules, meetings, and follow-ups for the Group Design and Planning Manager.

7 Team Collaboration:

• Work closely with the sales, operations, and other departments to ensure seamless program execution.
• Provide support to junior team members and contribute to a positive team environment.

1. Problem Solving:

• Proactively identify potential issues and assist in developing contingency plans.
• Address client or vendor concerns promptly and professionally.

Qualifications:

• Bachelor's degree in Tourism, Hospitality, Business Administration, or a related field (preferred).
• 1-2 years of experience in event planning, tourism, or a similar role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in English and Spanish (both written and spoken). Additional languages are a plus.
• Advanced skills in Microsoft Office (especially PowerPoint) and event management software.

Desired Attributes:

• Detail-oriented with a proactive approach to problem-solving.
• Customer-focused mindset with a commitment to delivering high-quality service.
• Ability to work effectively under pressure and meet tight deadlines.
• Team player with a positive attitude and strong work ethic.

We Offer:

• Net Base Salary – Paid biweekly
• 12 Vacation Days + 25% Vacation Bonus
• 15 Days of Year-End Bonus (Aguinaldo)
• Social Security (IMSS) from day one
• Minor Medical Expenses Insurance: Includes a discount network for hospitals and labs, dental assistance, and telemedicine/in-person medical support
• Accidental Death Insurance
• Monthly Savings Fund
• Meal Allowance
• Monthly Commissions
• Career Development Plan and ongoing training

If you are interested and meet the profile, please send your CV to the email address listed in the job posting, and I will follow up on your application immediately.