Planning Specialist

4 settimane fa

Firenze, Italia CWT A tempo pieno

Planning Specialist
- (230000IQ)

**Purpose of the role**:
Specifically, the **Planning Specialist** will:

- Act as the primary lead on small and medium events handling all communications with the client on behalf of the CWT project team
- To manage services provided for domestic and international destinations which include but are not limited to DMC sourcing, venue sourcing, contract negotiation, activities development, food and beverage management, ground transportation coordination, onsite support, project plan development, budget management and savings tracking, client call coordination, web conference management, virtual meeting project plans, attendee management, and post event reporting
- Lead as required on session management, site inspection development and delivery, development of conference agendas, management of production and virtual event vendors, provide and deliver on the administration of mobile apps, onsite crisis management coordination, coordination of translations if needed, sponsorship management, tradeshow management, entertainment management, and creative and content management
- Support with RFP and proposal requirements and presentations to clients if required
- Identify and offer value added alternatives and solutions in accordance with client and CWT directives
- Collaborate with web developers in the creation and review of attendee registration websites
- Collaborate with group travel teams to ensure aligned and timely delivery of group travel services in alignment with project plan and internal roles and responsibilities.
- Ownership and communication of timeline, budget/pro-forma, and reporting.
- Financial accountability for programs including adherence to deposit terms, project estimates and billing guidelines
- Ensure all required information to reconciliation team to support timely and profitable billing, supplier payments and client payments
- Ensure accurate updated event information is always maintained within CWT or client meetings technology
- Understand and adhere to established client and CWT defined SLAs
- Complete time tracking as requested by management
- Ensure compliance with insurance, legal, health and safety obligations as well as internal procedures
- Plan meetings/events with meticulous attention to detail, ensuring that all runs smoothly during the event. Proactively escalate potential client or program issues to management for timely resolution
- Be an ambassador for the CWT Meetings & Events brand able to enhance and uphold our reputation in the industry
- Flexibility with International and Domestic travel for internal and external meetings and events as and when required

**Main responsibilities**:

- Project Management
- Excellent understanding of budgets, critical time paths (CTP), contracting processes and procedures, event logistics management, creative event design, crisis management coordination, event agenda creation and management, and virtual meeting design and delivery, sponsorship management, tradeshow management, and complex housing management
- Excellent ability to project management complex and ever changing project teams and timelines
- Computer proficiency in Microsoft office suite and ability to adapt to new technologies when required
- Budget and revenues management
- Excellent knowledge of hotels, venues, ground suppliers, AV and production suppliers, food and beverage requirements and associated terminology
- Ability to develop and maintain a budget
- Good strategic meetings management knowledge
- Customer Management
- Strong verbal, written and presentation skills
- Strong multi-tasker who works well under pressure
- Proven skills in negotiation and financial acumen preferred
- Excellent customer service skills

LI-HYBRID
- Qualifications

**Experience & education**:
**Experience**
- 2/3+ years of meeting planning and project management experience
- Good understanding, experience, and knowledge of Virtual and Hybrid projects with platform capabilities and project planning
- University Degree or equivalent experience
- IT literate with experience of using Microsoft Office and database tools - knowledge of web-based registration tools is a plus (CVENT)

**Languages**
- English fluent
- Second Language would be a plus

**Knowledge, skills and abilities (KSAs)**
- Leadership
- Passion
- Caring
- Integrity

Primary Location

:
Florence

Employment type

:
Standard

Job Family

:
Event Planning

Scope

:
Country

Travel

:
Yes, 5 % of the Time

Shift

:
Day Job

Organization

:
Customer_Meetings & Events

Job Posting

:
Aug 28, 2023

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