Event Operations, Director

Director, Event Operations

New York, NY

Hybrid

We are seeking a Director, Event Operations to join our North American team of Event Operations professionals. You will plan and execute all operations arrangements for executive level events for attendees within the financial services industry working closely with all other teams in the conference division to provide the best customer experience.

Principal Accountabilities:

• Primary liaison between Institutional Investor and all conference/event venues and outside suppliers.
• Manage all phases of meeting planning (pre-conference, on-site and post-conference).
• Hotel/Venue Sourcing and Selection: conduct ongoing research to determine potential. conference destinations, unique dinner venues and off-site activities. Solicit bids from venues and service providers. Site inspection of venues to ensure that they meet the requirements in terms of meeting space and sleeping rooms for final selection.
• Hotel contract negotiation – heavy negotiation as it pertains to room rate, staff rate, cut-off date, attrition policy (room release dates), cancellation policy, concessions and food and beverage pricing with each venue.
• Budget forecasting, oversight, management and reconciliation. Review event invoices for accuracy and final approval for payment.

Coordinate Event Services:

• Food and beverage planning including determining final, accurate food and beverage guarantees to provide to hotel and venues.
• Creating Banquet Event Orders with hotel to break down each function of the conference. including all meeting room set-up requirements and menu selections.
• Supervise/manage room block cut-off date with each hotel.
• Organize transportation charters to off-site dinners.
• Manage outsourced audio-visual team and communicate all requirements including possible. teleconferencing/translation, staging requirements including backdrops & signage.
• Develop off-site activities and excursions, spouse/guest programs.
• Hire entertainment and develop décor ideas for dinner events.
• Ensure compliance with risk, health and safety obligation.
• On-site Event Operation responsibilities include: conference set-up and preparation; conduct pre-conference meeting with senior hotel management; ensure execution of all arrangements in a smooth and professional manner; meet with outside venues if off-site event is planned; review hotel bill for accuracy and adherence to contractual agreement between Institutional Investor and hotel. Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Collaborate with numerous internal corporate departments and department directors within the conference division including sales, programming, investor relations, and administration in order to achieve seamless events.
• Develop relationships with industry contacts including hoteliers, destination management companies, tourist boards on a worldwide basis to keep current on opportunities and venues available to Institutional Investor.

Experience and Skills Required:

• Negotiation skills – contract negotiation is a crucial part of the role.Ability to get the best pricing and concessions built into each contract and to continue to negotiate throughout the entire planning process.
• Financial oversight - Management of budgets – forecasting and reconciliation.
• Composure –must be able to make quick decisions while remaining calm under pressure.
• Organizational skills. Ability to handle multiple events at different stages of planning. Must be detail-oriented and be able to multitask and meet tight deadlines. Many meetings are planned more than a year in advance, so long-term thinking ability is vital.
• Problem-solving skills. When problems arise, must be able to come up with creative solutions.
• Knowledge of destinations/hotel properties globally in order to make the best recommendations on venues / conference locations.

About Institutional Investor

For nearly 60 years, Institutional Investor (II) has played an active, leading role in the global investment industry by creating and nurturing a community that influences and shapes the investment markets. Since the beginning, we’ve taken an active and leading role in convening the investment industry to provide the insight, community and partnership required to evolve and stay relevant.

We connect the most important and impactful market participants: those who allocate and manage large volumes of capital, and those whose investment decisions make a significant impact on financial markets and retirement security. As a premier international business-to-business publisher focused on international asset management, II provides actionable insights by bringing together intelligence, opinions, and data from across the industry. Through exclusive memberships, forums, and online networks, II has established the preeminent global community of the most influential asset allocators. Our platform extends beyond journalism, newsletters, and research to include conferences, seminars, and training courses, as well as digital business information. For asset managers, II offers unique opportunities to engage with this sought-after community through thought leadership, networking, and speaking engagements, helping these firms build presence and influence within the investment world.

The base salary range for this role is from $75,000.00 USD - $90,000.00 USD (salary to commensurate with experience). In addition to the base salary, the total compensation for this role includes a bonus administered at the sole discretion of the Company.

Why us?

We offer a competitive compensation package which empowers our employees to thrive both professionally and personally. Our benefits package includes medical, dental and vision coverage, employer matching retirement plan, flexible work arrangements, vacation time & paid holidays, tuition reimbursement & learning resources.

Institutional Investor provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.