Manager Special Events

Exceptional Hospitality Starts with You

This role is based at our one of our offices in Sao Paulo, Brazil or Mexico City, Mexico

As a Manager, Special Events, you will support the team responsible for providing a differentiated selling platform for Hilton's diverse portfolio of brands by being motivated to grow market share. On the Special Events team reporting to the Senior Manager of Special Events, you will plan events as listed in the Customer Engagement Plan, Executive Engagement events, incentive events, and other events as assigned with Hilton. You will work with internal partners to understand their objectives, messaging, requirements, budget, and suggest milestones and timelines to plan the scope and build the event strategies. The Special Events Manager will recommend initiatives to reach the goals of the event for the business owners' approval. The types of events planned may include Conferences, Tradeshows, Customer Advisories, Customer Events, Industry Events, Sales Meetings and Incentive Programs. Each event you work on will require extensive preparation from research, design, budgeting, planning, coordinating, and evaluating.

What you'll do during a typical day:

• Lead events from conception to planning and execution: develop and update project plans/budgets for events for business owners' approval and ensure adherence to them. Lead event's project plan/workstreams as assigned ensuring objectives are met.
• Manage the strategic planning process for meetings and events, project management, and ensure the successful execution of events according to the objectives and timelines set for the event.
• Lead budget, track and report expenditures, and reconcile event billing. This will include monitoring payment schedules and submitting expenses in a timely manner in accordance with our guidelines.
• Execute contracts in partnership with Hilton's legal and procurement teams for all vendors.
• Manage all event logistics as needed for the success of the event. Workstreams could include one or more of the following: sourcing, contracting, décor, entertainment, F&B, housing, breakouts, General Sessions, booths creation/tradeshows, shipping/receiving, staffing, supplies, transportation, sponsorships, AV, amenities, VIP/Executive logistics, speakers, mobile app, online and onsite registration, event technology, and other event components as assigned.
• Customer Communications: review and send event communication (invitations, emails, updates.) Review all information for accuracy and branding/messaging and ensure these are sent in a timely manner.
• Internal Communications: Lead event management calls throughout the entirety of the event lifecycle including planning, pre-con, and post-event debrief calls or meetings, and ensure these are sent out in a timely manner.
• Ensure compliance with Hilton Travel and Entertainment (T&E) policy (or Strategic Meetings Management Programs - SMMP policy) and with all the event documentation through approved project management, collaboration, and reporting tools.
• All other tasks as requested by Special Events leadership

How you'll collaborate with others:

• Work with our internal partners (Hilton Worldwide Sales, Hotels, Partnerships, Commercial, and Brand teams) to ensure the successful execution of any sponsorships/companywide customer-facing initiatives.
• Work with our B2B marketing partners on event or invitation messaging, promotion, design, and creative. Partner on Meet with Purpose activations at events as appropriate.

Deliverables you'll take ownership of:

• Suggest themes, messaging, timelines, and expenditures for the successful execution of the event.
• Successful execution of event plan/workstreams according to the agreed objectives.
• Alert business owners on any risk around objectives, attendance, budgets, and timelines

What It Takes to Make the Stay

You have these minimum qualifications:

• Five (5) years experience in meeting planning - handling corporate events/conferences/tradeshows/incentives/agency as a full-time position.
• Proficient in MS Office, with a high skillset in PowerPoint and Excel.
• Willingness to lift and move heavy boxes during events and stand for long periods of time.
• Fluent in English, Spanish, and Portuguese (written and verbal communication).
• Experience with executive partners (“C-suite”) presentations, partnerships, and executing a project in a matrix organization.
• Travel: up to 50%

It would be useful if you have:

• Experience with event technology platforms, registration and attendee management systems, and data reporting tools.