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Manager, Meeting Services



1410 Waterloo, Belgium
Posted on Tuesday, May 28, 2024

Our Purpose

We work to connect and power an inclusive, digital economy that benefits everyone, everywhere by making transactions safe, simple, smart and accessible. Using secure data and networks, partnerships and passion, our innovations and solutions help individuals, financial institutions, governments and businesses realize their greatest potential. Our decency quotient, or DQ, drives our culture and everything we do inside and outside of our company. We cultivate a culture of inclusion for all employees that respects their individual strengths, views, and experiences. We believe that our differences enable us to be a better team – one that makes better decisions, drives innovation and delivers better business results.

Title and Summary

Manager, Meeting Services Job title: Manager, Meeting Services - Meeting Planner

The Manager is an integral part of the Meeting and Travel Services department, who aims to deliver a best-in-class client service and attendee experience while ensuring cost savings and efficiencies for Mastercard. The position will support and execute internal and external activities for their internal clients.

These activities include customer meetings, high end lunch, dinner arrangements, with unique social programs. Attendee audience requires a white-glove service for their C-suite guests and Mastercard executives from all over the globe. These activities will predominantly be organized in conjunction with an existing Mastercard Sponsorship event.

Cross collaboration with various groups, where the candidate must enjoy working in a group setting but lead and manage project planning and make decisions as necessary on the assigned activities.

The role requires meticulous attention to detail, excellent organizational skills, and the ability to manage multiple tasks simultaneously. All operations, logistics are to be managed and led by the Manager, coordination of vendors and providing exceptional customer service to clients and attendees.

Position requires to work a minimum of 3 days/week from the office (Waterloo), with travelling and working over the weekend at the main events.

The Manager will work with cross functional teams to successfully execute all the tactical and operational elements of the event, in a fast paced, high-visibility and high-pressure environment. The role will require entrepreneurial skills, with a strong work ethic and heightened attention to detail.

Responsibilities will require liaising with senior leaders to define the scope and objectives of the meeting programs and multiple activities. Implement and build a comprehensive project plan to deliver on meeting objectives and execution of logistics, including:

• Collaboration with executive level internal clients, peers and 3rd party partners who are spread across multiple regions/time-zones.
• Leads project plan update meetings with business owners including establishing discussion guides, decision points, week over week presentations, etc. to keep project on timeline.
• Plans, attends, and leads clients through site inspection experience.
• Budget management (owns and manages entire event budget including invoice, payments and reconciliation)
• 3rd Party contracting, management & payment (destination management company, 3rd party onsite staffing, production, hotels, venues, ground transportation, etc.)
• Compliance, risk, internal process approvals
• Builds and manages an effective event staffing plan.
• Identifies content elements including keynote speakers, entertainment, etc. in collaboration with Mastercard marketing, communications, and sponsorship teams.
• Design and approval of menus and banquet event orders.
• Analyzes and reports cost savings and cost avoidance on a meeting-by-meeting basis.
• Advise on program enhancements (upgrades, gifts, pre-arrival experiences)
• Serves as Mastercard’s Brand Ambassador and single point of contact onsite to ensure flawless execution of project plan.
• Producing and managing attendee reminders/communications
• Primary Mastercard point of contact for VIP attendees where appropriate to program flow.
• Producing and managing logistics grid and show-flow
• Prepare and deliver post event briefings.
• Domestic and international travel for site visits, planning and onsite execution required

• Subject Matter Expert for one or more areas of the event planning ecosystem and provides advanced knowledge insights back to members of the Meeting Services Team
• Assists to elevate the visibility of the meeting services offerings while driving cost savings and efficiencies back to the company.
• Innovates to identify new opportunities for continuous process and procedure improvement for the department.
• Development and mentoring for more junior team members as assigned by Director.
• Contributes to process improvements, change management and compliance to company policy.
• Advanced working knowledge of Cvent Technology Tool
• Ability to manage complex projects with multiple stakeholders.
• Strong budget, forecasting and analytical skills.
• Excellent oral and written presentation skills
• Advanced experience within the meetings, events and/or hospitality industry
• Ability to make decisions under pressure and always remain calm and professional.
• Communicates effectively with all levels of management.
• Ability to work accurately in a timely manner.
• Agile and with ability to adapt well to change.
• Enjoy traveling!
• Multi-language capability is an asset.

Corporate Security Responsibility

All activities involving access to Mastercard assets, information, and networks comes with an inherent risk to the organization and, therefore, it is expected that every person working for, or on behalf of, Mastercard is responsible for information security and must:

  • Abide by Mastercard’s security policies and practices;

  • Ensure the confidentiality and integrity of the information being accessed;

  • Report any suspected information security violation or breach, and

  • Complete all periodic mandatory security trainings in accordance with Mastercard’s guidelines.