Meetings & Events Manager

About The Institutes

The Institutes® are a not-for-profit organization located in Malvern, Pennsylvania, comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by nearly 20 affiliated business units, The Institutes empower people and organizations to help those in need by understanding, predicting, and preventing losses to create a more resilient world. Recognized as a Top Workplace by Philly.com for eleven years and by USA Today for four years, The Institutes emphasize work-life balance and provide a friendly, team-focused work environment.

Responsibilities

• Develop and implement detailed program needs, including room set-up, function times, audio visual, menu selections, on-site/off-site events, DMC operations, special events, ground transfers, room deliveries, and VIP needs.
• Provide on-site program assistance, such as attending pre-conference meetings, advancing all functions, verifying room set-ups, reviewing banquet checks, and assisting with VIP needs.
• Direct responsibility for program development, planning, execution, and all components of assigned initiatives and projects from venue selection to post-event recap and bill reconciliation.
• Ensure seamless execution of event registration processes, including online registration setup, reporting, and on-site registration and attendee check-in. Coordinate with third-party registration vendors as needed.
• Participate in the strategic planning process for all meetings and events, acting as an event logistics subject matter expert.
• Proactively gather necessary information for each project to ensure high quality for all aspects of each meeting/event. Conduct research, participate in site visits, and find resources to help staff make decisions about meeting/event locations.
• Prepare budgets for all Enterprise-wide meetings and events during planning and final reconciliations.
• Monitor and process meeting and event expenditures through the online accounting system, partnering with event leadership to ensure expenses remain within approved budget parameters.
• Serve as a liaison with vendors and clients on meeting/event-related matters, including A/V, hotel, Systems, consultants, and more.
• Participate in and contribute to internal and external team meetings.
• Work cross-functionally with other departments.
• Propose new ideas to improve the event planning and implementation process.
• Maintain and actively manage event project plans, tracking timelines, milestones, dependencies, and deliverables to ensure all planning activities are completed on schedule.
• Keep current on industry trends and recommend modifications to operational plans as needed.
• Assume other duties and responsibilities essential to the position.

Requirements

• Bachelor’s degree or equivalent experience required.
• Minimum of 3-5 years of meeting/event planning experience.
• Contract negotiation/renegotiation skills.
• Sourcing and budgeting experience.
• Demonstrated vendor management experience, including production and registration vendors.
• Demonstrated event management experience; nonprofit industry experience preferred.
• Proficiency in Microsoft Office programs.
• CVENT, Passkey, Event Management, and Hospitality Solution software experience preferred.

Skills

• Technical Knowledge: Demonstrates technical proficiency in event management and ensures appropriately applied procedures, requirements, regulations, or policies.
• Communication: Exceptional oral and written communication skills, with the ability to communicate across all levels of the organization, both internally and externally.
• Detail-Oriented: Pays close attention to all aspects of a project, ensuring high standards of work quality.
• Time Management: Highly self-motivated with a strong sense of urgency, able to prioritize and execute tasks in a high-pressure, deadline-driven environment.
• Decision Making: Ability to generate and evaluate alternatives, considering risks and selecting the best-balanced option.
• Results-Oriented: Focuses on outcomes and meeting tight deadlines.
• Collaboration and Teamwork: Ability to work in a team-oriented, collaborative environment across organizational boundaries.
• Ability to develop and implement multiple events simultaneously.
• Ability to process competing inputs, establish priorities, and make timely decisions in a fast-paced event environment.

Special Working Conditions and Physical Demands

• Travel required up to 30%.
• On-site strategic supervision of staff, vendors, and stakeholders to ensure maximum experience value for event attendees, including knowledge transfer.

Benefits

• 401(k) plan with company contribution up to 16%.
• Generous time off package that includes paid vacation, personal, sick, and holidays.
• Paid maternity and parental leave.
• Tuition reimbursement.
• Medical, dental, vision, and prescription coverage.
• On the Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path.