Recruitment is taking place for the following position: Manager, Meetings and Programs
Reporting to the Worldwide CEO and Executive Director, the position will perform managerial functions related to the logistical and content aspects of the association meetings (Americas Regional Meetings, stand-alone meetings, and Worldwide Meetings). The Manager is the primary liaison between BKR and service providers, including hotel sourcing and the destination management company, virtual service providers, registration, mobile app developer, and more.
This position manages all logistical aspects for BKR’s stand-alone meetings, including Leadership Institute (4 times/year), U.S. Tax Training, Managing Partner Roundtables, Staff Tax and/or Audit Training. The position also provides logistical support for Board Meetings (Worldwide and Americas), including the Worldwide CEO/Regional Executive Director Meeting, held in conjunction with designated Worldwide Meetings. This position supports other ad hoc/ancillary meetings and events and occasional support may be provided to the Asia-Pacific and EMEA Regions, as needed.
Hotel Management/Meetings Management
Management of hotels and destination management company • Identify and collect meeting specs and other needs from Executive Director and Worldwide CEO to secure event venue and hotels for meetings• Manage F&B details including selection, onsite execution as needed • Confirm and authorize A/V needs with speakers, communicate needs to hotel/AV vendor, and work within budget • Partner with HQ hotel to manage all logistical arrangements • Negotiate with hotel as needed • Lead Pre-Con meeting with hotel staff • Attend site visits as needed and prepare documents for initial site visits with sourcing and destination management company • Perform meeting planning duties and related activities for meetings, from planning to implementation • Assist members with hotel arrangements and provide solutions to member questions as needs arise • Oversee temporary onsite staff as needed • Execute F&B and A/V orders • Complete post-meeting summary reports • Submit all invoices to Accounting to ensure on-time payment • Post conference reconciliation and vendor management for hotels to meet BKR’s business needs • Develop and manage meetings budget for applicable events including expense tracking and final event reconciliation • Provide summary report to management on meeting expenses and budget • Work with Worldwide CEO and Executive Director, including Office Manager and Accountant to accurately report meeting expenses and ensure timely payments to vendors
Work closely with Executive Director and strategic alliance partners to assign signage/tables for sponsorship opportunities • Seek innovative opportunities to grow meeting and program sponsorship (onsite and virtual) • Manage all aspects of the mobile app development and work with Worldwide CEO and Executive Director/BKR team to market meeting, speakers, venue, host city and host firm, etc
Programs and Speaker Management
Oversee speaker management for approved speakers (Worldwide and Americas) • Participate in speaker selection, including phone calls for pre and post meetings, collect bios, develop learning objectives, and input information into mobile app, registration system, and marketing material • Serve as staff liaison to several member practice groups, including Marketing/Business Development, Future Leaders, Affordable Housing, High Net Worth Families, IFRS-ISAS Latin America, Real Estate and Construction (list may be subject to change) • Serve as liaison to BKR’s Strategic Alliance Partners • Experience managing mobile app and webinars is ideal or proven ability to quickly learn new tools to support technology and manage communications for virtual meetings
Communicate directly with Worldwide CEO and Executive Director on a range of needs • Communicate general needs, and urgent matters to Executive Director on regular basis, including during extensive travel• Oversee shipping of all items to meeting venues and communicate deadline dates to staff • Create and distribute comprehensive RFP as needed for event services, etc • Excellent communication and project management skills are essential • No direct reports
Bachelors Degree is required (in related field preferred) • 7-10 years meeting planning experience is required • Minimum of 2 years international experience (preferred) • Excellent verbal and written skills to oversee all aspects for events including developing program information, A/V needs, décor, tours, entertainment, speakers, and speaker management • Experience negotiating contracts with hotels and other service partners to meet business needs of association
Proven association experience, large meetings, and/or complex events with various functions is required • Ability to manage several projects at once and work well under pressure • Extensive contract and negotiation experience required • Work closely with event management company as needed for hotel selection, site visits, etc • Proven ability to anticipate and develop contingency plans for meetings, events, speakers, and guests
Must be able to manage meetings and events independently • Highly organized, logical thinking skills, responsible, responsive, collegial • Microsoft Excel knowledge and management • Control expenses through RFP, negotiation, and on-site management • Excellent time management skills
Travel is required • Must be willing and able to travel to as needed to events (Americas Regional Meeting and Worldwide Meeting are required), site visits, stand-alone meetings as designated (~20-30% travel)/year (domestic and international is required)
Strong command of English language, including ability to proofread and edit materials
Bilingual/conversational Spanish (preferred)
We offer a competitive salary and benefit package, flexible hours, PTO, and more. Start date will be October 2019. BKR International is an Equal Opportunity Employer.
Internal Number: 0801BKR
About BKR International
BKR International, one of the top 10 global accounting associations, represents the combined strength of more than 160 independent accounting and business advisory firms in over 500 offices and 80 countries. Large enough to offer a full range of services, yet small enough to provide personal service and connections. BKR member firms are committed to delivering superior client service throughout the world