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Events Project Manager - Meetings & Incentives - Hybrid

Direct Travel

Direct Travel

Administration, Operations
Schaumburg, IL, USA
Posted on Monday, June 17, 2024

Events Project Manager – Meetings & Incentives

Embark on the next step in your career journey with Direct Travel!

The Project Manager (PJM) is responsible for effectively managing projects and leading, guiding, and consulting clients. The PJM supports the Program Manager in operational planning of programs, manages multiple aspects on programs, and acts as the secondary client contact. Additionally, the PJM may be responsible for coordination of site inspection planning and ancillary meeting management.

This position is hybrid with 2 days in our Schaumburg, Il office


Expedition Expectations

  • Functions as secondary client contact and works diligently to develop a strong relationship with internal and client teams
  • Consults with client to determine goals, needs, objectives, expectations, and budget of the program under the leadership of the Program Manager; ability to lead, guide, and consult the client
  • Is a resource to the client for program development; functions as an essential part of the team by managing projects involved in the planning process
  • Builds valuable knowledge about the industry to provide the client with creative and compelling concepts
  • Assess the style of the client and their preferred communication mode and adapts accordingly
  • Schedules, facilitates, and creates required documentation for client planning calls and debrief meetings to evaluate program results
  • Support program logistics which may include site selection, room sets, audio visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows, etc.
  • Manages gift and communication campaigns/mailers against pre-set budget from program design through fulfillment
  • Is responsible for production and quality check of all written attendee communication pieces for website, confirmation letters, mailings, etc. using both internal and external resources
  • Assists in the development of program specification documents to ensure operational details are provided to the on-site team
  • Files, updates, and maintains all information in SharePoint program folders during pre-program planning and post program debrief
  • Prepares staff uniforms, program documents, and travel staff information for on-site
  • Facilitates printing and shipping for programs from office warehouse
  • Is accountable for successful project outcomes, which can include travel to execute project
  • Process contracts, invoices, expenses, and check requests
  • Provide client/Program Manager with accurate budget estimates per-event and ensure post-event billing reflects these estimates
  • Provides final billing reconciliation and supporting documents for applicable projects
  • Assists with cost-savings, billing, invoicing, and profitability
  • Assist with tracking and reconciling all expenses, ensuring expenses are within budget
  • Seek feedback, absorb, and act in the spirit of continuous personal development

Working Conditions

  • Ability and willingness to work extended workdays and possible weekends
  • Accessible during acceptable working hours identified per project/program
  • Travel may be required to oversee projects through execution
  • Frequent use of a computer and other office equipment
  • Ability to lift 20 lbs.
  • Frequent sitting, standing, and walking
  • Ability to adhere to hybrid office policy

Passport to Success

  • Bachelor’s Degree, preferably in Business, Hospitality, Event Planning, or a combination of education and work experience required, preferably in event planning
  • Proficiency in Microsoft Word, Excel, and PowerPoint
  • Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools

Going the Extra Mile

  • Be able to behave in a manner that reflects our organization’s Vision and Core Beliefs
  • Possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross-functionally and develop strong and positive internal and external relationships, and be a strong team player
  • Possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines
  • Possess strong verbal and written communication skills
  • Possess proven leadership skills to lead a team and mentor other roles
  • Be able to actively listen, have the capability to instill confidence in clients and colleagues and present information with confidence
  • Possess self-awareness to understand their own strengths and weakness and how their behavior impacts others
  • Be professional in behavior with clients, suppliers, and colleagues
  • Be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths
  • Model a positive, solution-based approach and be flexible and open to change to adopt to different client styles
  • Be able to work autonomously, while thriving in a team environment
  • Be able to maintain confidentiality

Benefits Onboard

In addition to Medical, Dental, and Vision benefits Direct Travel offers an employee rewards and recognitions program, Total Rewards Package which includes Wellness, Sustainability, DE&I initiatives, and Mental Health Support.

Our Brand Voyage:

About Direct Travel and Creative Group

A subsidiary of Direct Travel, Creative Group designs global programs and experiences that reward excellence and inspire people to reach their full potential – we call it Thrivability. Creative Group is a full-service performance improvement company specializing in meetings and events, group incentive travel, employee engagement and recognition, sales incentives and channel loyalty programs. Creative Group serves a client roster of Fortune 500 companies in a broad range of industries.

Direct Travel is a leading provider of corporate travel management services. The company has been providing travel management for over 40 years, working with clients to develop highly customized travel programs. By leveraging both the expertise of its people and innovative solutions, Direct Travel enables clients to derive the greatest value from their travel program in terms of superior service, progressive technologies and significant cost savings. Direct Travel has offices in over 70 locations across North America and the UK and is currently ranked 12th on Travel Weekly’s Power List. For more information, visit www.dt.com.

Direct Travel is an EOE/AA/Veteran/People with Disabilities employer

If you're ready to chart a new course and advance your career with the valuable moments and travel experiences that await, we welcome you to submit your resume for consideration at Direct Travel.


Monday - Friday
8:30 am to 5:00 pm CST