Virtuoso® is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,300 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Normalized annual sales of (U.S.) $28-$32 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit www.virtuoso.com.
The Regional Events Manager is responsible for ensuring market relevancy with regional events and activities. This role manages regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs while maintaining global consistency across all regions as set by the Global Events Team. The Regional Events Manager will be required to support the regional business plan/Playbook and budget.
The Regional Events Manager reports directly to the region’s General Manager and the Director, Events Operations under the Network Products & Events division. The Regional Event Manager will be responsible for ensuring consistency in Virtuoso’s global event consistent, 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 in line with department’s KPIs.
Please submit your CV in English.
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: destination & hotel search, event budget development & maintenance, contract negotiation, registration management, event operations planning and on-site execution, survey creation, final bill reconciliation and reporting on final numbers and deliver accurate forecasting.
- Responsible for scheduling and communicating logistical details of assigned meetings and events with internal departments such as Regional General Manager, Member and Partner Relations, Network Communications, Product Marketing, Finance, Service Center, and Event Operations Staff assigned to support the event.
- Gathers all necessary details to build online registration sites for all events with specific functionality (request to attend, open registration, close registration, dietary restrictions, targeted audient, event specific questions, etc.).
- Responsible for destination and hotel availability search as determined by regional team, collecting hotels responses, and creating detailed OpEx budget to determine estimated event costs and projected margin.
- Ability to negotiate vendor contracts maximizing favorable terms and deadlines for the event.
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- Collaborate with other internal departments on tasks related to the success of the events assigned to include, but not limited to contract review process with legal team, event creative needs, communication plan for the event, membership & partnership teams, etc.
- Create, duplicate, distribute and assemble meeting & event materials, including name badges, tent cards, signage, packets, and other creative materials as requested, for review and approval.
- Provide onsite support when traveling on assigned events, as necessary.
- Generate and understand registration reports for assigned events with the ability to do mail merges for communication with attendees.
- Schedule and manage team meetings related to the event to include kick-off meetings, event operations review before event operation, event debrief after event operation, Virtuoso Staff pre-con, and other meetings as needed.
- Manage tight turn-around projects in an atmosphere that is conducive to changes and delays.
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- Assist. travel and operate global events in conjunction with global events’ team as determined by the Director, Events Operations without conflicting with regional duties and events’ schedule.
- Participate in Global Events Calls as time zone permits. The Regional Event Manager must review meeting recordings if time zone does allow for in-person participation.
Educational and Skills Requirements:
- Bachelor’s Degree in Tourism and Hotel Management highly desirable
- 3+ years of proven experience with planning and executing events
- Travel industry experience preferred
- Proved Bilingual, as dictated by the region
- Position is 100% remote, may perform some work from local Virtuoso office in Mexico City
- Proficiency in Microsoft Office applications: mail merges, PowerPoint presentations, basic Excel knowledge
- Excellent customer service skills and demonstrated ability to address and resolve complaints with a high degree of professionalism
- Pro-active and engaged with the ability to anticipate events and team needs
- Ability to work effectively with vendors and all levels of staff
- Understanding of diversity, foreign cultures, and customs
- Strong communication, presentation and writing skills, demonstrated ability to exercise independent and sound judgment
- Strong organization and time management skills
- Ability to develop and manage assigned deadlines
- Able to read, understand and update events’ budget using Excel
- Ability to multitask, prioritize, and problem solve in a deadline driven environment with strong attention to detail
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- Self-starter with the ability to work independently
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- Ability to work nights and weekends when necessary to prepare for event(s)
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: Majority of time spent in market.