Regional Events Manager

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia‑Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,300 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.

Normalized annual sales of (U.S.) $28‑$32 billion make Virtuoso a powerhouse in the luxury travel industry. Regional Events Manager Overview The Regional Events Manager is responsible for ensuring market relevancy with regional events and activities. This role manages regional events and initiatives that drive brand awareness and optimize returns for Virtuoso events and other programs while maintaining global consistency across all regions as set by the Global Events Team.

The Regional Events Manager will be required to support the regional business plan/Playbook and budget. This position primarily focuses on Canada regional events and supports US regional and global events as assigned by the Senior Director, Global Events Operations. The Regional Events Manager reports directly to the Senior Director, Global Events Operations, under the Global Events Division, and to the region’s General Manager.

The Regional Event Manager will be responsible for ensuring global event consistency, through regional tailor‑made events and other deliverables as assigned and will be expected to drive a positive return both financially and through member and supplier feedback in line with department’s KPIs. Essential Duties and Responsibilities Plan and execute events across Canada and US regions, including destination & hotel search, event budget development & maintenance, contract negotiation, registration management, event operations planning and on‑site execution, survey creation, final bill reconciliation and reporting. Schedule and communicate logistical details of assigned meetings and events with internal departments such as Regional General Manager, Member and Partner Relations, Network Communications, Product Marketing, Finance, Service Center, and Event Operations Staff.

Build online registration sites for all events with specific functionality (request to attend, open registration, close registration, dietary restrictions, targeted audience, event specific questions, etc.). Search for destination and hotel availability, collect hotel responses, and create detailed OpEx budget to determine estimated event costs and projected margin. Negotiate vendor contracts maximizing favorable terms and deadlines for the event.

Coordinate with hotels on event details such as room setup, menu selection, room block pick up report, final bill audit, etc. Collaborate with internal departments on contract review process with legal team, event creative needs, communication plan for the event, membership & partnership teams, etc. Create, duplicate, distribute and assemble meeting & event materials, including name badges, tent cards, signage, packets, and other creative materials as requested, for review and approval.

Provide on‑site support when traveling on assigned events. Generate and understand registration reports for assigned events with the ability to do mail merges for communication with attendees. Schedule and manage team meetings related to the event to include kick‑off meetings, event operations review before event operation, event debrief after event operation, Virtuoso Staff pre‑con, and other meetings as needed.

Manage multiple projects simultaneously with tight turn‑around in an atmosphere that is conducive to changes and delays. Work evenings and weekends during peak periods. Assist, travel and operate regional and global events in conjunction with the larger Events Operations team as determined by the Senior Director, Global Events Operations without conflicting with regional duties and events’ schedule.

Participate in Global Events Calls as time zone permits. The Regional Event Manager must review meeting recordings if the time zone does allow for in‑person participation. Educational and Skills Requirements Bachelor’s Degree in Event Management or Tourism and Hotel Management highly desirable 5+ years of proven experience with planning and executing events Travel industry experience preferred Bilingual (English / French), highly preferred Proficiency in Microsoft Office applications: Word, PowerPoint, Excel basic formula knowledge related to budget and forecast preparation, and data management Excellent customer service skills and demonstrated ability to address and resolve complaints with a high degree of professionalism Pro‑active and engaged with the ability to anticipate events and team needs Ability to work effectively with vendors and all levels of staff Understanding of diversity, foreign cultures, and customs Strong communication, presentation and writing skills, demonstrated ability to exercise independent and sound judgment Strong organization and time management skills Ability to develop and manage assigned deadlines Able to read, understand and update events’ budget using Excel Ability to multitask, prioritize, and solve problems in a deadline driven environment with strong attention to detail Advanced analytical skills to collect and analyze complex information and make decisions; strong collaborative skills in inspiring win‑win‑win outcomes Self‑starter with the ability to work independently Ability to travel within region for events and long‑haul destinations to support global events, as needed (passport required) Ability to work nights and weekends when necessary to prepare for event(s) Position is virtual Travel Requirements 35%+ of time will be spent travelling, attending events, member conferences, and team meetings Travel will be primarily domestic but could include some international Type/Nature of Contacts Internal: Supports the region and collaborates with the headquarters in the US, and other regions across the world.

Key contacts are primarily regional team, Marketing, Events team, Product Management, Partner Relations Regional Marketing Manager, and Regional General Manager. External: Majority of time spent in market. #J-18808-Ljbffr