Events Planner, Lac

The Events Planner is responsible for ensuring market relevancy with regional events and activities.

This role is expected to support global and regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs. The Events Planner will be required to support the regional business plan/Playbook and budget.

The Events Planner will be responsible for supporting Marketing Manager in LAC Region, through tailor made events and other deliverables as assigned and will be expected to drive a positive return both financially and through member and supplier feedback.

This role must effectively champion the Virtuoso brand and product portfolio in the market ensuring that KPI’s are met/improved on, and margins are optimized. This role plays an important role in ensuring Virtuoso’s understanding of market activity and regional member and partner event expectations.

**Essential duties and responsibilities include the following.** Other duties may be assigned.
- Responsible for successfully planning and executing events across the region including but not limited to managing budget, contracts and overall coordination.
- Responsible for reaching out to preferred partners to secure the delivery of high-quality events.
- Responsible for RFP submission and follow up with third parties (Hotels, vendors, etc).
- Responsible for revising and finalizing contracts with vendors and third parties, with strong ability to negotiate under the best terms and conditions for the Virtuoso network.
- Responsible for third party payments according to contracts with vendors and Virtuoso Payment policies.
- Budget creation and management for events performance.
- Coordinate the making of Creative Materials through third parties for events and its accurate communication under the guidelines and way of working by Virtuoso (Badges, Banners, kits, etc)
- Provide onsite support for LAC events in Mexico and across the region.
- Enters data into Event Management software (EMS), generates reports and performs mail merges.
- When not traveling with Planner, serves as “home-base” to assist with Planner’s/Meeting’s needs.
- Own special projects designed and assigned by manager.
- Will work some evenings and weekends as needed to prepare and support events

**Educational and Skills Requirements**:

- College degree or equal work experience
- Fluency in English and Spanish
- 3+ years of event industry experience
- Travel industry experience
- Proficiency in Microsoft Office Suite.
- Hotelier expertise, at least 3 years of proved experience within hotel sales/ events operation department, being fully responsible of the planning, execution and results of events.
- Proven skills in administration (Budgets, contracts)
- Strong attention to detail with demonstrated organizational skills, ability to manage tight turn-around projects in an atmosphere that is conducive to change or delays, effective verbal communication skills to ensure a good understanding by all participants in the areas of planning, development and implementation of events.
- Strong negotiation and interpersonal skills.
- Self-discipline and ability to thrive under pressure.
- Strong ability to overcome frustration and solve everyday problems and challenges.
- Self-starter with the ability to work independently.
- Works well both independently and collaboratively within a team.
- Ability to multitask, prioritize and problem solve independently in a deadline driven environment.
- Availability to work on weekends when workload demand is high, and events take place. Ability to work nights and weekends when necessary to prepare for event(s)
- Ability to travel to domestic and international locations including weekends and holidays when necessary. (Passport required)

**Travel Requirements**:

- 25%+ of time for this role will be spent travelling, attending events, member conferences, and team meetings.
- Travel will be primarily domestic but could include some international.

**Type/Nature of Contacts**:

- Internal: This role will support the LAC region and collaborate with the US Events Office. Key job contacts are primarily regional team, Marketing, Events team, Product Management, Partner Relations Regional Marketing Manager and Regional General Manager.
- External: Daily contact with members and suppliers.