Meeting Manager

Role Overview

The Meeting Manager is responsible for owning programs end-to-end. This includes client management, budgeting, contracting, production planning, and on-site execution. The Meeting Manager also plays a key role in mentoring Event Coordinators and upholding agency standards.

Experience & Expertise

• 3–6 years of experience in meetings or event management, agency, or similar environments
• Proven ability to execute client programs appropriate to a manager level
• Acts as lead on Tier 1–3 programs with minimal to no supervision
• Serves in a strong support role on Tier 4 programs
• Experience managing full program lifecycles, including:
• RFP evaluation and responses
• Client meetings and presentations
• Proposal development and revisions
• Budget creation and management
• Site inspections and destination coordination
• Contracting and risk management
• Production schedules and on-site execution
• Final billing and program closeout

Leadership & Team Support

• Guides, delegates to, and supports Event Coordinators to promote growth and learning
• Provides clear direction and feedback on assigned tasks
• Models professional behavior and accountability
• Supports adherence to agency processes and standards

Client Communications

• Communicates confidently and professionally with clients, both verbally and in writing
• Led initial client calls, gathers critical program information, and presents The MOX Agency’s services appropriately
• Manages ongoing client communication with clarity, accuracy, and responsiveness
• Represents The MOX Agency professionally in all client environments

Project Management & Execution

• Develops and manages detailed timelines and deadlines
• Oversees task execution to ensure quality, accuracy, and consistency
• Demonstrates strong negotiation skills with vendors and partners
• Anticipates challenges and proactively addresses issues
• Delivers programs that meet or exceed client expectations

Technology & Systems

• Moderate to advanced understanding of registration and mobile app platforms
• Ability to confidently explain registration and event technology capabilities to clients
• Ability to build, test, and launch registration websites
• Familiarity with AI tools for research, content support, and workflow efficiency is a plus
• Proficient in Microsoft Office and Google Workspace

Financial Management

• Owes program pricing, budgets, and financial performance for programs
• Manages program accounting, invoicing, and closures accurately and on time
• Identifies cost-saving opportunities without compromising quality
• Balances client value with agency profitability
• Confidently reconciles programs with minimal to no support

Proposals, Design & Creativity

• Evaluates RFPs and determines appropriate proposal components
• Builds client proposals from initial concept through revisions
• Ensures all RFP requirements are met with thoughtful, strategic solutions
• Creates floorplans, event designs, and comprehensive production schedules
• Creates polished event communications, proposals, signage, name badges, and digital assets
• Applies strategic and creative thinking across all aspects of the role

Travel & Work Environment

Moderate travel required depending on program load. Travel typically ranges from 3–7 days per program, approximately 5-10 times per year. Professional attire and conduct required for all client-facing and on-site work.

Our Core Values

• Anticipatory
• Humble
• Collaborative
• Accountable
• Adaptable
• Positive