emc meetings eventsPhoenix, AZ
Lead, Event Experience
Lead, Event Experience
Lead, Event Experience
emc meetings eventsPhoenix, AZ
today
Meeting, Convention, and Event PlannersProject Management SpecialistsGeneral and Operations Managers
Convention and Trade Show OrganizersAll Other Support ServicesPromoters of Performing Arts, Sports, and Similar Events with Facilities
Apply for this role (opens in a new tab)Job Title: Lead, Event Experience
Department: Event Experience
Location: FL or NJ
Reports to: Associate Vice President, Experience & Delivery
Role Classification: ExemptAbout EMC Meetings & Events: At EMC Meetings & Events we believe in the power of human connection. Events have the power to build meaningful relationships, create lasting memories and drive significant business results. As your industry leader, we power attendee engagement and achieve the outcomes you need to be successful. Our team of industry experts produces and manages impactful incentive travel and events for corporations and associations across the globe. We bring your vision to life by planning unique experiences which make your events brighter and more powerful than ever. Our services span across multiple industries such as technology, financial services, health care, pharmaceutical, retail, and associations. With an innovative mindset and solutions-focused approach, we deliver what your audience needs for a seamless and immersive experience that truly wows!
Job Overview:
Lead, Event Experience is responsible for the overall direction, coordination, and successful delivery of client programs across the full range of event planning services. This is a senior project-direction role built for flexibility. Rather than specializing in a single segment, the Lead moves fluidly between logistics, vendor sourcing and coordination, housing and room-block management, incentive travel, and complex corporate and association events across domestic and international destinations. Program volume and complexity continue to rise across our client base, and a single program often spans the full range of planning services at once. A large-scale conference requires logistics, housing, vendor coordination, and on-site management simultaneously, while premium incentive programs demand end-to-end senior ownership. This role provides the flexible senior capacity to meet that demand year-round. Success depends on agility, strength in communication, and consistent follow-through across concurrent programs.
Responsibilities
Project Director, Program Planning & Delivery:
Own the planning and execution of assigned client programs from kickoff through post-program reconciliation.
Manage all facets of event logistics planning, including hotel and venue management, transportation, catering, signage, and shipping.
Manage execution and communication between internal cross-departmental teams (Sourcing, Planning, and Technology).Develop and maintain detailed event project plans, timelines, and planning calendars.
Utilize and enhance existing SOPs, tools, templates, and best practices to ensure consistent program documentation.
Introduce new ideas and concepts to enhance the client event experience.
Flex across service lines and programs as business demand shifts, taking on the areas of greatest need.
Own and be accountable for overall client experience with EMC Meetings & Events.
Client Relationship Management:
Cultivate strong relationships with clients, understanding their vision, objectives, and expectations.
Act as a primary point of contact for assigned programs, ensuring clear communication and alignment throughout the planning process.
Conduct regular client meetings to review progress, provide guidance, and gather feedback.
Build client-facing presentations, proposals, and program recap/debrief decks from templates.
Present and communicate with clients confidently, virtually and in person.
Vendor Sourcing & Coordination:
Identify, evaluate, and manage relationships with external vendors and venues.
Build partnerships across DMCs, production, décor, transportation, and entertainment companies.
Manage third-party vendors to ensure adherence to quality standards, budgets, and timelines.
Review vendor agreements and coordinate with internal Sourcing partners on contracting and negotiation.
Housing & Room Block Management:
Build and manage room blocks across multiple hotels and dates.
Monitor pickup reports, pace, and inventory, adjusting allocations proactively.
Mitigate attrition and oversell exposure through accurate forecasting.
Coordinate rooming lists, special requests, upgrades, and VIP housing.
Partner with the Technology Experience team on housing and registration platform setup and accuracy.
Incentive Travel & Premium Programs:
Provide end-to-end senior ownership of high-touch incentive and premium programs.
Collaborate with internal departments for seamless execution of contracted services.
Coordinate destination logistics, DMC partners, curated activities, and VIP experiences.
Manage gifting, branding, and attendee touchpoints in partnership with internal teams and vendors.
Deliver an elevated level of service appropriate to executive and top-performer audiences.
Budget Management:
Develop, manage, and monitor program budgets, ensuring financial goals are met while delivering high-quality events.
Track expenses and identify cost-savings opportunities wherever possible.
Provide budget updates and forecasts to clients and internal stakeholders.
Reconcile program expenses within the designated timeline in partnership with Finance.
On-Site Program Management:
Prepare internal teams for onsite execution via template documents and guides.
Lead on-site delivery of client programs, serving as the main contact for client, venue, and vendors.
Manage international programs, time-zone coordination, international DMCs and vendors, and cross-border travel, shipping/customs, and currency exchange impacts.
Oversee set-up, run-of-show, signage, and shipped materials.
Direct and support on-site staff throughout program execution.
Troubleshoot issues in real time and manage arrival, departure, and daily briefings.
Problem Solving & Follow-Through:
Proactively identify and resolve challenges that arise during planning and execution.
Maintain a solution-oriented approach in dynamic and time-sensitive situations.
Recap internal and client-facing meetings with clear, documented next steps and ownership.
Escalate risks and scope changes promptly with recommended solutions.
Team Collaboration & Mentorship:
Mentor and guide Coordinators and Specialists, sharing knowledge and best practices.
Work closely with stakeholders across Sourcing, Technology Experience, Finance, and Sales to align program needs.
Provide back-up support for other team members during absences and high-volume periods.
Contribute to process improvements that enhance efficiency and effectiveness across the team.
Post-Program Evaluation:
- Initiate the post-program reporting process, documenting quantifiable program metrics.
- Deliver post-program reporting and insights to clients, highlighting achievements and areas for improvement.
- Participate in internal debriefs to inform future program strategy.
- Qualifications & Skillset:*At this time, we are only accepting candidates that reside in the states of Florida and New Jersey
- Bachelor’s degree in Hospitality, Business, Communications, Marketing, or a demonstrated equivalent combination of education, training, and experience.8–10 years of professional event planning experience, with a track record of successfully executed programs.
Demonstrated knowledge and experience across all of the following:- Overall project and execution team management- Client management and communication- Logistics and on-site program management- Vendor sourcing and coordination- Housing and room-block management- Incentive travel and premium programs- Complex corporate and association events
High Proficiency in Microsoft Office tools, specifically Microsoft PowerPoint and Excel.
Working experience with Cvent and/or other event registration platforms, housing platforms (e.g., Passkey), and project management tools.
Ability to work from home in a quiet and private space with desk and office chair (provided by the employee).Agility and flexibility - able to shift between service lines, programs, and priorities as business demand changes.
Exceptional communication skills and consistent follow-through across concurrent programs.
Ability to manage multiple programs, deadlines, and stakeholders simultaneously.
Strong project management and budgeting skills, with meticulous attention to detail.
Ability to think creatively, problem-solve, and work well under pressure to meet tight deadlines.
High level of customer service and conflict-resolution skills.
Knowledge of industry trends, best practices, and emerging technologies in event management.
Experience mentoring or guiding junior team members preferred.
Ability to travel globally at least 25% annually, including occasional evenings and weekends.
Key Performance Indicators (KPIs):Successful execution of all assigned programs, tasks, and deliverables within designated timelines and budgets.
Positive client feedback and client retention on assigned programs.
Effective flexing across service lines to meet shifting business demand.
Accuracy and Timeliness of program reconciliation.
Development and utilization of SOPs, best practices, and templates.
Reliability as backup support and contribution to overall team depth.
Team contribution and collaboration to drive new efficiencies and/or processes.
Adaptability and growth within our dynamic organization.
Also on the board Same function, level within a rung
Level
Manager
Location
Phoenix, AZ
Occupation
Meeting, Convention, and Event Planners
Industry
Convention and Trade Show Organizers
Posted
today