Senior Event Manager

Position: Senior Event Manager: Dedicated Client

Reporting to: Head of Meetings & Events US

Position Type: Full time US Hours

Purpose of the Role:

•  To provide the highest possible level of service to key clients in the legal industry.
• To develop relationships across all areas of Reed & Mackay sharing best in class market knowledge of Events and thus supporting clients’ key objectives in arranging events.
• To ensure maximum revenue generation in all areas of Reed & Mackay Events while always ensuring significant return on investment to the client.

Key Responsibilities:

As a primary client liaison of the Meetings & Events Department, you will further the vision and goals of R&M by providing outstanding support across the US.

Event Management (50%)

• Primary lead in organizing, planning, and executing group hotel accommodations of 10+ rooms, ground transportation and/or team activities.
• Serve as the primary point of contact for all event-specific requirements, acting as the executive producer from concept to completion.
• Source venues, manage vendor relationships, and negotiate contracts to secure high-quality event services.
• Build and maintain strong client relationships through proactive communication, anticipating needs, and delivering exceptional customer service.
• Manage attendee registration, hotel reservations, and post-event feedback to ensure a smooth participant experience.
• Collaborate with cross functional teams such as Event Technology, Business Travel, and Group Tavel to produce complex meetings and events.
• Understand and follow your client’s specific needs, processes, and policies.
• Assist with enquiries of less than 10 rooms with the Client Events team.
• Organize and execute logistics with precision to ensure seamless event delivery.
• Establish and nurture positive relationships with clients, vendors, and internal teams, fostering a strong network of reliable partners.
• Demonstrate strong negotiation skills to secure favorable terms with suppliers and vendors.
• Think creatively and proactively to anticipate changes, troubleshoot challenges, and develop innovative solutions.
• Coordinate and attend domestic and international site inspections as needed.
• Conducts pre-event briefings and post-event wrap-ups with suppliers, clients and facility providers.
• Management of supplier partners and internal support areas to ensure quality and timely delivery.
• Develop and manage event budgets, ensuring accuracy by auditing invoices, tracking expenses, and consistently communicating updates to clients.
• Complete post-event reconciliation within established SLA timelines, collaborating with accounting to finalize billing and reviewing charges before client invoicing.
• Evaluate program outcomes, assess impact, and identify areas for improvement to drive continuous enhancement of event quality and effectiveness.
• Create and manage detailed timelines, budgets, and logistics plans for each event.
• Participate in regular team meetings to stay informed on new product launches, industry updates, and internal initiatives.
• Attending supplier events and providing Out of Hours support as necessary.
• Continuously expand industry and platform knowledge to maintain excellence and innovation in event planning and client service.
• Complete training and maintain proficiency in Navan/R&M Systems and related event management tools.

Administrative Support (50%)

• Maintain event calendars, track deadlines, and organize key documents and reports.
• Provide administrative support to the events or co-leads, including scheduling meetings, preparing agendas, creating timelines, and taking minutes.
• Prepare and process all reconciliation items, including invoices, purchase orders, credit card transactions, and reimbursements.
• Maintain accurate databases (CRM, event management tools, etc.) and contact lists.
• Coordinate event logistics to ensure seamless event execution.

Skills Required:

• Current relative meeting/event management experience.
• Expected travel is 20% of the time for this position.
• Strong project management skills and an ability to manage multiple concurrent projects in various stages.
• A critical, independent thinker who can use available resources to troubleshoot issues and resolve customer inquiries.
• An empathetic disposition with the ability to always maintain a professional and positive attitude.
• Ability to multitask with a desire to resolve urgent matters as quickly and efficiently as possible while remaining calm under pressure.
• Professional oral and written communication skills required.
• Excellent knowledge of Microsoft Office products, project management tools, delegate management software and venue find software.
• Knowledge of the financial perspectives of the event and ability to navigate the process to a successful outcome.
• Confident and eager to advance knowledge in Gmail, Cvent, Slack and Salesforce as well as our internal M&E customer service platform.
• Reliable and flexible with an openness to working part-time non-traditional shifts (early mornings, late evenings, and weekends).