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Director, Meeting Services


Oct 08, 2018

San Diego, CA


Agent: Joshua H.

Job #: 139144

Job Description

The Director/Senior Director of Meeting Services is responsible for the overall management of the Meeting Services department, leading the planning of meetings, and managing clients for logistics projects. The Director/Senior Director of Meeting Services is responsible for achieving financial objectives by forecasting staff levels and accurately forecasting hours/pass through costs on all projects. This role is accountable to contribute and supervise both strategically and tactically on all accounts, as appropriate for Meeting Services.  


Essential responsibilities (include and are not limited to):

Department management/supervision:

  • Overall management of the Meeting Services Department which provides support across all entities of the company. 
  • Responsible for all department operations including budgeting and financial management of projects.
  • Ensure the department maintains and/or exceeds department minimum billable utilization percentages for position levels
  • Manage staffing to ensure appropriate resources are available
  • Ensure department is consistently meeting client expectations in relation to product/time deadlines/budgets and meetings are planned within allocated budget, notifying project team of any anticipated overages in time and costs
  • Develop the facilitation of greater efficiencies leading to greater process. Develop, implement and manage department standard operating procedures and adherence. Ensure that all processes are adhered to and followed by teams
  • Oversee coordination of team/project assignments and maintain Master Meeting Calendar.
  • Routinely assess vendors for efficiencies and appropriate fit
  • Train, mentor, and supervise meeting services team and also the office administrative staff
  • Research new innovative ideas, technology, industry updates as it pertains to meeting services
  • Serve as project lead to logistics projects

Client management:

  • Lead the project team and serve as the main client contact for logistics only projects
  • Work closely with Client Services on all aspects of the project
  • Lead client status calls
  • Participate in new business development pitches which require Meeting Services assistance
  • Provides standard and customized reports to clients at specified intervals

Meeting management and on-site support:

  • Manage all aspects of meetings from start to finish. This includes but is not limited to, recruitment, site selection, travel management, audio visual, logistics, on-site management, compliance reporting
  • Manage budget and reconciliation process

Client Description:

We have a simple philosophy at Vitamin T: to personally place the best creative talent in the best jobs for the best companies. When you work for Vitamin T, you qualify for medical, dental and vision insurance after working only four consecutive weeks maintaining an average of 20 hours per week. If this job isn't the right fit for you, but you know someone who is, please pass this job posting on. We have a fantastic referral program that pays out in cash rewards! ( 

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