Job Details

COMPANY PROFILE

Infinix Global Meetings and Events is a full-service global events and meeting management company with a specialty division serving the pharmaceutical industry. With more than 25 years of experience, we take great pride in our service culture and our ability to deliver exceptional meeting experiences for our clients.

SUMMARY

The Meeting Manager is responsible for the development, planning, and execution of corporate meetings and events of medium to high complexity while serving as the primary day-to-day contact for clients and key stakeholders. This role independently manages multiple programs simultaneously, overseeing all phases of the planning lifecycle from post-contract execution and pre-meeting communications through on-site execution and post-program reconciliation.

In addition to leading assigned programs, the Meeting Manager provides strategic guidance, consultative support, and leadership to internal teams while ensuring exceptional client service and seamless attendee experiences. This position requires strong organizational skills, attention to detail, budget and vendor management expertise, and the ability to manage multiple priorities in a fast-paced environment. The role includes travel to oversee on-site execution of meetings and events.

ESSENTIAL DUTIES AND ACCOUNTABILITIES

• Independently develops, plans, and executes a variety of meetings and events of medium to high complexity, including programs with international scope and high levels of confidentiality.
• Serves as the primary contact for clients and key stakeholders, providing a consultative approach throughout all phases of the meeting planning lifecycle.
• Manages all meeting planning logistics from post-contract execution through final billing and reconciliation to ensure client objectives are achieved.
• Creates and maintains project timelines and workflows to support accurate and timely execution of all meeting details.
• Oversees attendee management, including communications, rooming lists, itineraries, travel coordination, special requests, and contingency planning.
• Oversees creative meeting content and registration website development.
• Negotiates and manages vendor partnerships, including hotels, transportation, décor, printing, and additional program-related services.
• Tracks and manages hotel contracts, attrition, cancellation terms, payment schedules, and vendor deliverables.
• Develops and manages meeting budgets, program forecasting, and financial reconciliation while ensuring system updates are maintained accurately.
• Designs and manages all program elements, including food and beverage, activities, transportation, branding, and overall attendee experience.
• Prepares and manages on-site operational plans, staffing assignments, and team responsibilities.
• Travels on-site as directed and serves as the lead for program execution, client management, and on-site team coordination.
• Provides leadership, mentorship, and support to internal team members while fostering a positive and collaborative team environment.
• Ability to lead cross-functional teams and support junior planners in a collaborative environment.
• Maintains knowledge of industry trends, compliance requirements, and best practices related to meeting and event management.
• Provides support for additional meetings, programs, and departmental initiatives as needed.

QUALIFICATIONS

• Strong knowledge of meeting and event management, including budget development and financial reconciliation.
• Extensive domestic destination knowledge required; international destination experience preferred.
• Prior experience developing and maintaining strong client and vendor relationships.
• Strong proficiency with meeting technology platforms and software solutions, including Cvent.
• Ability to work flexible hours, including extended hours based on program demands.
• Strong organizational, time management, and negotiation skills.
• Detail-oriented with a high level of accuracy and professionalism.
• Proficient in Microsoft Office Suite.
• Strong written and verbal communication skills.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Communications, Business, Hospitality, or a related field preferred.
• Four to seven years of prior experience in meeting planning or event management.

PHYSICAL DEMANDS

• Travel 20%-35% of the time, including weekends.
• Ability to lift up to 50 pounds.
• Frequent stooping, bending, squatting, and kneeling.
• May be required to stand or extended periods during meetings or programs.

WORK ENVIRONMENT

• Work is performed in a hybrid office environment or on-site at hotels, conference centers, or other designated meeting spaces.