• 25-Oct-2019 (PST)
  • Fort Worth, TX, USA
  • Full Time

Virtuoso is the leading international travel agency network specializing in luxury and experiential travel. The by-invitation only organization comprises over 1,000 travel agency locations with 20,000 elite travel advisors in over 50 countries through North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with 1,700 of the world's best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access.


Position Summary: 

Manage all aspects of domestic and international meetings and events from planning to execution, to billing reconciliation.


Essential Duties and responsibilities include the following. Other duties may be assigned.

  1. Researches hotel options and successfully negotiates contracts, making strategic hotel suggestions to internal clients.
  2. Manages hotel room block and housing, being sensitive to attrition clause and ensuring there are enough guest rooms and room types for attendees.
  3. Experience with creative menu planing with accurate food guarantees.
  4. Works directly with hotel to ensure accurate meeting room setup and guest room arrangements are made.
  5. Manages all onsite logistics and assigned staff, allocating resources accordingly.
  6. Works with ground company, when necessary, to ensure competitive rates and accurate arrival and departure arrangements (manages ground manifests).
  7. Manages meeting budgets pre-meeting and post-meeting, staying under budget or communicating when possibility of going over budget.
  8. Responsible for communicating logistical details of assigned meetings within internal departments (IT, Marketing, Creative Services, Accounting, etc.).
  9. Oversees packing and shipping meeting materials to both domestic and international locations.
  10. Schedules and manages all internal meetings related to assigned meetings and events including, weekly updates, pre-cons, staff meetings, and post-cons.
  11. Schedule, plan and execute thorough site inspections when necessary, creating agenda and arranging hotel, travel and ground details.
  12. Contacts meeting attendees and internal staff to ensure accurate hotel and meeting arrangements are made.
  13. Approves and/or follows appropriate proofing process for all onsite material for printing including, marketing collateral, participant lists, agendas, namebadges, meeting signage and any necessary handouts.
  14. Creates meetings/events in registration system.
  15. Assists in managing online registrations.
  16. Creates, prepares and sends various meeting correspondence including invitations, welcome materials, meeting confirmations etc.
  17. Responds to emails, faxes and phone calls related to assigned meetings and events within 24 hours.
  18. Correctly updates agendas for all assigned meetings and events.
  19. Collects any outstanding balances for meetings and events.
  20. Acts as main point of contact for all attendee registrations, processing invoices and refunds, when necessary.
  21. Travel to various locations both domestic and international, to manage and execute meetings and events, as requested by Director, Virtuoso Events - Operations.
  22. Ability to follow processes, using department established templates and timelines.
  23. Experience working in team atmosphere.
  24. Willingness to mentor junior level event professionals and share experience and knowledge.


Educational and Skills Requirements:

  • College Degree or equal work experience
  • 6+ years meetings and event planning experience
  • Certified Meeting Professional (CMP) designation required
  • Work history to reflect the use of excellent negotiating skills including complex contract negotiations
  • Effective verbal and written communication skills, excellent telephone etiquette, ability to remain calm under pressure, communicating with diplomacy and tact, and share information as appropriate with team
  • Must have the ability to work independently as well as thrive in a team environment
  • Excellent attention to detail, have superior organization skills, able to perform tasks under pressure and work in a fast-paced environment
  • Demonstrated ability to understand and improve workflow
  • Proficiency in  MS Office, Word and Excel are required; PowerPoint is helpful
  • Must be flexible with hours and available to work extended hours as necessary, especially during peak conference season
  • International and domestic travel required, up to 35% of job
  • Experience traveling domestically and internationally with knowledge of world cultures


Virtuoso offers a competitive salary and full benefits package, including medical/dental/vision/life, a company matched 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

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