Event Manager

Worldstrides - Allentown, PA

Full-time - Entry Level

Allentown, PA

Administrative and Support Services

About the position

As an Event Manager at WorldStrides, you will serve as the primary point of contact for customers, ensuring a seamless experience from initial inquiry through to the completion of events. This role requires a proactive approach and a comprehensive understanding of event products, policies, workflows, and platforms. You will be responsible for growing the Cook Around The World and Sing The World Programs by following up on referrals, leads, and previous contacts. Your duties will include assisting in the development of program itineraries and inclusions, as well as managing all pre-program arrangements. This encompasses client care, negotiating and signing quotes and contracts, identifying pricing, responding to client requests for information, and sending out invoices. In addition to pre-event responsibilities, you will organize all aspects of the event itinerary, which includes coordinating transportation and accommodation arrangements, such as motor coach and hotel bookings, and submitting rooming lists and itineraries. During events, you will oversee overall event management, which involves being on-site, liaising with suppliers, and supervising World Class Vacations event staff to ensure that all components run smoothly and on schedule. You will also be responsible for addressing any client concerns or issues that arise during the event, prioritizing the health and safety of all participants, and implementing emergency management or crisis plans as necessary. Post-event, your responsibilities will include reconciling invoices from vendors and clients, following up on any client issues, and providing assessments on event components to recommend and implement process or program improvements. You will represent World Class Vacations in a professional and ethical manner at all times and may be assigned additional responsibilities as needed. This role requires prompt communication with customers via email and phone, adherence to performance goals, and support of WorldStrides objectives when interacting with both internal and external customers.

Responsibilities

• Grow the Cook Around The World & Sing The World Programs through follow up on referrals/leads and former contacts
• Assist in what programs itineraries and inclusions look like
• Responsible for all pre-program arrangements including client care, negotiating and signing quotes and contracts, identifying pricing, responding to client requests for information, sending out invoices
• Organize all aspects of the event itinerary
• Coordinate motor coach arrangements and hotel arrangements including submission of rooming lists and itineraries
• Responsible for overall event management during the events, including being on-site, liaising with suppliers, and overseeing WCV event staff to ensure all components run on schedule
• Take immediate action to resolve any client concerns or issues while at the event
• Ensure the priority of health and safety of all participants, including implementation of emergency management/crisis plan if required
• Post-event, responsible for reconciliation of invoices (vendor and client) and follow up on any client issues
• Provide assessment on any event components and recommend/implement any process or program improvements on an ongoing basis
• Represent World Class Vacations in a professional and ethical manner at all times
• Promptly respond to customer emails and voicemails to address their concerns
• Assist in answering phones daily during office hours (currently 9 AM - 5 PM, Monday to Friday)
• Adhere to personal and departmental performance goals
• Support WorldStrides objectives when working with both internal and external customers by following current processes and procedures.

Requirements

• Must have Sales Experience and Organizational Skills
• Strong communication skills to handle group leaders and customer phone calls
• Willingness to travel and manage events

Benefits

• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Excellent medical, dental, and vision coverage
• Life, accidental death and dismemberment, accident, critical illness, and disability insurance
• FSA healthcare, FSA dependent care, HAS with employer contribution
• Generous 401k match
• 10 paid floating corporate holidays
• 1 paid volunteer day
• 25 PTO days to start - accrue up to 28 over 3 years
• 4 mental health days
• 5 bereavement days
• Tuition reimbursement up to five thousand, two hundred fifty dollars annually or one thousand dollars towards professional certification annually
• Opportunities for paid and discounted travel
• Flexible work schedule providing on-site, remote, and virtual office opportunities
• Encouraged participation in Employee Resource Groups and Diversity, Equity, & Inclusion council
• Fitness Center and café onsite at select locations
• Paid Parental, Caregiver, and Disability leave
• Team Member Discount Program