Job Abstract

Job ID

2024-3150

Division

Global Travel Collection

# of Openings

1

Max

USD $36.43/Hr.

Min

USD $19.43/Hr.

This role is responsible for supporting group meetings and event planning. They are responsible for end to end management of group reservations made up of 10 or more travellers. Groups can be house referrals or IC referrals.

Acting as an industry expert in consulting and booking air, hotel, and land arrangements. This highly visible position requires customer service skills, it requires a high level of professionalism and readiness to handle all planning and organization details of the events and group air support as needed.

This is a fully remote position with occasional in-person meetings in New York City and requires the candidate to be located in the local area.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc. are considered when determining the starting rate of pay. The salary range posted represents the pay range for U.S. candidates. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.

• Manage event site selection process and contract negotiations with hotels and other venues for events.
• Establish project timelines and workflow schedules with the client and suppliers to facilitate prompt and accurate handling of all program details for each group.
• Work with the Air Specialist on ticketing needs, flight monitoring, and coordination of group ground transportation.
• Oversee requirements for rooms, meeting facilities, food & beverage, materials, A/V equipment, etc. and arrange all events with hotel/off site venue/caterer/other vendors.
• Negotiate contracts and manage all aspects of ground transportation for events.
• Determine roles & responsibilities to assure a flawless meeting onsite by coordinating all efforts with hotel and catering personnel.
• Deliver high-level internal meeting experience.
• Achieve clients budgeted goals through close monitoring of all expenses.
• Complete event coordination & management including invoice reconciliation and internal final billing.
• Report finances pertaining to all group business to management upon request.
• Follow-up with client upon return and facilitate any issues that might have occurred during their event. Once folio is correct and all monies have been paid; start working on next year’s event.
• Build and maintain strong working relationships with colleagues and industry contacts.
• Closely collaborate with our team on continuous process improvements.
• Travel and flexibility in hours required.
• Attending and leading client discovery calls and client meetings.
• Support event site process, contract negotiations with hotels, and other venues for events.
• Negotiate group air contracts using client-provided group information and goals.
• Communicate contract terms to the client contact and ensure that all contract language is understood. This includes but in not limited to, communication of ticketing deadlines, name change policies, cancellation policies.
• Service inbound group travel requests using customer guidelines and requirements and airline contractual requirements.
• Department documentation - required to keep track of group movements on Smartsheet, reconciling accounts receivable, vendor receivables.
• Promptly respond to reservation requests via phone, email, chat.
• Clearly communicate fare rules to client.
• Exercise due diligence in seeking the lowest available, applicable fare if contract not applicable.
• Ensure that all critical group air contract deadlines are met and adhered to per the airline policy.
• Build collaborative relationships with client contacts.
• Issue tickets and process changes/refunds in accordance with airline rules and regulations.
• Flexible schedule with occasional after hours/ weekends when groups are traveling for flight monitoring.

• Must have a minimum of 5-7 years domestic and international meeting planning experience.
• Bachelor’s Degree preferred; however, industry education is acceptable.
• Demonstrated grasp and knowledge of the highest levels of service, and ability to deliver and manage events at the highest levels of excellence.
• Experience preferred in developing event websites and managing registration platforms such as Cvent or similar.
• Prior experience negotiating contracts for meeting services with hotels, airlines, and other providers.
• Vast knowledge and experience in the hospitality industry as well as in-depth knowledge of the hotel, travel and meeting planning business is required, particularly in terms of service expectations and negotiations.
• On-site event management experience is required.
• Demonstrated time management skills and ability to meet deadlines.
• Demonstrated ability to interact with senior level and C-Suite clients.
• Proven Event Operation Management and Customer Service focus and approach.
• Strong Client Focused/ Customer Service Skills
• Highly competent in Microsoft Office (word/excel), PowerPoint, etc.
• Must be a highly motivated, solution oriented, collaborative, and decisive Meeting Planner.
• Flexible hours nights and weekends.
• Superior Advisor skills in GDS Sabre, including pricing, faring, and ticketing.
• Strong International airline reservation booking knowledge.
• Ability to multitask and manage competing priorities.
• Self-starter - able to work independently.
• Excellent written and verbal skills.
• Strong Microsoft Office skills (e.g., Word, Excel).

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company-paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

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