Advanced RPO

  • Assistant Meetings & Events Manager

    Job Locations US-FL-Naples
    Req No.
    Regular Full-Time
  • Overview

    Overall purpose of this role is to work with the Director of Meetings and Events to assist the daily operations of the Meeting/Events department. Oversees strategy and planning of meetings and special events for the organization. Coordinates all amenities and accommodations at each event. Monitors and controls event budgets and assists with negotiates of all necessary contracts.


    Meeting and Event Planning:

    • Consult with internal clients to determine objectives and overall event requirements including agenda
    • Plan details such as number of persons expected, display space desired and food service schedule, including BEO review
    • Inspect meeting and event facilities to ensure that they conform to requirements
    • Work with the Director of meetings in Negotiating and securing services for events such as accommodations, meeting space, food and beverage requirements, transportation, signage, displays, special needs and requirements, entertainment and other details as necessary
    • Organize registration of event participants
    • Propose ideas to improve provided services and event quality

     On-Site Operations:

    • Set up registration area on site and administer the on-site registration processes
    • Directs workers in preparing banquet and convention rooms and erecting displays and exhibits.
    • Inspects rooms and displays for conformance to needs and desires of internal client
    • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of the participants, and resolution of any problems that arise
    • Coordinate all contracted services
    • Confirms event publicity and marketing, and handles special functions and complaints, and performs other duties to promote goodwill.

     Budgeting/Cost Management:

    • Manages budget for each event and provides recommendations to business units with regard to event management decisions
    • Ensures a controlled meeting and events budgeting and cost process is developed, implemented and efficiently managed
    • Creates and maintains financial event reporting documents for internal clients to include estimates for future budget cycles, logistics budget summaries and submission of comprehensive post-event reporting information
    • Reviews event budgets for accuracy and approve payment

     Staff Management & Development:

    • Confer with and direct efforts of internal and external staff at event site to coordinate details

     Business Leadership:

    • Conduct post-event evaluations to determine how future events could be improved
    • Monitor industry, market and competitor activity and provide feedback to company leadership team and other company functions
    • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.



    ·         Five to 10 years of meeting and event planning experience

    ·         Collaboration skills

    ·         Customer/client focus

    ·         Well-evolved decision making skills

    ·         Financial Management skills

    ·         Strong sales, presentation and negotiation skills

    ·         Hospitality industry knowledge

    ·         Problem solving and analytical skills

    ·         Project management experience

    ·         Current designation or intent to pursue one of the following:




    ·         Stress management ability and professional composure

    ·         Methodical, analytical and systematic approach to work

    ·         Detail oriented and ability to handle multiple priorities

    ·         Ability to work as part of a team, flexible

    ·         Sound MS Office and Internet skills and the ability to learn new software and applications


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