Meetings & Incentives Program Manager

Job Description

Job Description

Madison is currently seeking an ambitious, dynamic, and entrepreneurial individual to join our New York-based team as a Meetings & Incentives Program Manager.

We are initially looking for a consultant to start in this role, with the potential for a full-time position if your experience and performance prove to be a great fit for our team.

The ideal candidate should be motivated and possess a strong planning background with excellent organizational, communication, and problem-solving skills, along with the ability to thrive in a fast-paced, fun work environment. A proven track record of successfully working with diverse participant groups and completing detailed assignments in the planning and implementation of meetings and events is essential.

The role requires the ability to multi-task, plan multiple programs, and manage program deadlines effectively. As Project Manager, you will be involved in meetings and events of various types and sizes, including but not limited to National Meetings, Sales Meetings, Product Launches, Conferences, and Incentive Programs. This position offers the opportunity to interact with a wide variety of people while managing multiple projects simultaneously.

Detailed Responsibilities :

• Accountable for comprehensive project management of various meetings and events for assigned clients from inception through completion.
• Oversee management of overall project timeline
• Establish personal rapport with client representatives as assigned to develop professional relationships and gain clear understanding of client needs and expectations.
• Assist in preparing details for sourcing, destination research, budget, general program outline.
• Negotiate and contract local vendors as needed, defining the scope of each meeting / event (e.g. ground transportation, entertainment, off-site recreational activities, and décor elements via direct vendors and / or preferred destination management companies) as well as addendums and concession requests to support successful events.
• Manage (creating, tracking, reporting) budgets for each event while adhering to confirmed budgets, updating with revised information throughout the planning process.
• Prepare and / or create program specifications (menus, setups, audio visual) to event locations.
• Coordinate transportation arrangements for all participants in the most cost-effective and efficient manner inclusive of air travel and between airports and venues.
• Manage relationships with vendors, hotel staff, and other partners to ensure delivery of services as defined by client requirements.
• Facilitate the creative direction and fulfillment of program related communication materials.
• Travel on-site and manage operations team serving as lead representative for suppliers and client.
• Program management within Client Event Platform; managing status and associated data throughout program cycle.
• Conduct post-event evaluations and reporting while ensuring data reconciliation is complete and accurate.
• Responsible for full auditing and reconciliation of all invoices and presenting the client with accurate final bill.

Key Competencies :

Qualifications :

Reports Directly to the Director of Travel Operations