Venue Sourcing Specialist

Purpose Of The Role

CWT Meetings & Events is a global, full-service meetings and events agency with over 30 years of experience providing innovative solutions for both strategic meetings and event management. We live, breathe and thrive on executing some of the most innovative events and finest meetings of all shapes and sizes.

We’re a community of 1,400 meetings and event experts spanning 68 countries and we are continuing to grow. We are always on the lookout for talented people to join us on our journey and help us to exceed both our own expectations, and those of our clients.

CWT M&E is seeking individuals with a passion for providing amazing experiences. If you are an enthusiastic event planner who thrives in an environment where communication, creativity, and teamwork are encouraged, this may be the opportunity for you.

In this exciting role, the Meetings & Events Planner, will own the planning and delivery of small and med-size meetings and events, with a specific focus on Medical Meetings (Congresses, Ad Boards, Investigator Meetings, Roundtables) as well as actively assist in program delivery elements for larger scale and more complex Congresses, utilizing standard processes and procedures to achieve client satisfaction. As an Event Planner, you will work independently and as part of a project team, leading all aspects of assigned program components from conception to execution of meetings and conferences. We are looking for highly organized, detail-oriented individuals, who are flexible, have the ability to thrive in a fast-paced environment and handle multiple projects with tight deadlines. This role requires a high level of initiative, self-motivation, flexibility, creativity, and collaboration to be able to assists in the development, planning and execution of successful meetings and events.

This is an opportunity to get involved in our rapidly growing Meeting & Events team and grow professionally along with the business. We are looking for an experienced, rock star, events professional who can wrangle thousands of moving parts and is excited by the challenge of delivering creative and innovative programs.

Main Responsibilities

• Support Strategic Meetings Management and Venue Sourcing procurement client through utilization of the Cvent tool as described by client agreement.
• Create and send RFPs through Cvent
• Complete understanding on the functionality of Cvent to advise/educate client users
• Responsible for updating and maintaining Cvent sourcing and contracting data management
• Monitor Cvent Budget approval status through the Sourcing process
• Uphold Meeting & Event Sourcing standards and successful tracking to SLAs
• Negotiate best possible rates and program concessions for the component of SMM Procurement, leveraging client supplier relationships, utilizing processes and procedures outlined in the client agreements
• Document savings and provide accurate, timely reporting to the client
• Be knowledgeable of the client contract process and their legal addendums. Ensuring client is appropriately informed and represented in all terms and conditions contained within
• Review and vet all venue contracts, and follow SOP for signature authority
• Build and maintain strong client knowledge by attending weekly conference calls to further define; re-define process and procedure, as needed
• Proactively escalate potential client or supplier issues to Operations Manager
• Stay current with supplier agreements, relationships, and industry trends through attendance at team meetings, supplier presentations, educational trips, and industry trade shows
• Provide guidance and offer recommendations to team members not actively involved in SMM Procurement
• Fully support the larger Strategic Travel & Event Procurement team through workload sharing, and brainstorming opportunities
• Perform other Sourcing, CWT, and client related tasks/projects as assigned
• Data entry (commission collection, time management, etc.)
• Meet QC and SLA reporting requirements
• File upkeep and uploading to meet compliance requirements
  

Qualifications

Experience & education:

• An equivalent combination of education and experience may be considered
• Minimum 3 years of current relative Sourcing and Meeting Planning experience required
• College diploma or degree in relative field
• CMP designation/training are assets
  
  

Knowledge, Skills And Abilities (KSAs)

• Knowledge of Cvent
• Strong verbal, written and presentation skills
• Proficiency in Microsoft office suite
• Proven negotiating skills
• Strong financial acumen
• Strong multi-tasker who works well under pressure
• Ability to travel to client headquarters, site visits, and industry events as needed
  
  

Live And Work By CWT Values

• Leadership
• Passion
• Caring
• Integrity
  
  

CWT is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.