Senior Program Manager,
Conference & Events
TORONTO
Reporting to: Director, Conference & Events
Role Overview
Proof Experiences is looking for a skilled Senior Program Manager Conference & Events with a minimum of 5+ years’ experience to join our specialized Conference & Events team in Toronto! This role will be responsible for logistically leading, planning and executing a wide variety of live, virtual and hybrid conferences and events.
The ideal candidate is a proactive professional with demonstrated experience in conferences and events. They will take the lead in delivering high-quality programming that aligns with Proof Experiences’ standards. As the Senior Program Manager, Conference & Events, you will play a key leadership role, overseeing program execution while collaborating closely with your account team and manager on account and client management.
This position will report directly to the Director, Conference & Events and contribute to the overall success of the Conference & Events department.
What You'll Do
Program Management & Execution
- Provide day-to-day event planning leadership on all program management, execution, communications and support to a variety of new and existing Proof Experiences clients
- Conference planning, development & execution such as developing event budgets, critical paths, project plans and day-to-day management of event execution.
- Work with account teams to develop client proposals: research, idea generation, concept development, budgets, etc.
- Execution management – oversee production and technical aspects of live and virtual events. Skills required include but not limited to: venue sourcing and management, hotel blocks, air & group transportation set-up management, Food & Beverage planning, gifting, décor, speaker management, creative and printing, event staff, virtual & registration event platforms, and ability to manage production / audio visual requirements
- Proactively manage expectations of clients, stakeholders and team
- Time management – manage time appropriately and meeting demanding/competing deadlines (i.e.. Deadlines from two different clients)
- Problem solving – resourceful in finding quick and clever ways to overcome difficulties as they arise
- Reporting – collect data and report on events with clear insights
- Attention to detail – maintain accuracy and timeliness when submitting weekly timesheets, expenses, meeting agendas and any other internal or external administrative activities
- Stress management – thrive in a fast paced environment and manage stressful situations with ease
- Contingency planning – anticipate key issues before they arise and needs of clients
- Comfortable testing technology: registration platforms, virtual event platforms, and making informed recommendations to clients based on functionality, budget, and client-needs.
- Develop and manage program budgets & reconciliation
- Oversee timely and detailed invoicing / overall account monitoring
- On-site oversight of events – managing and coaching of event teams (present for event execution on evenings and weekends when needed)
Client & Vendor Management
- Build a positive and trusted rapport with multiple Clients
- Maintain and nurture client relationships, proactively looking ahead to “what’s next”
- Develop and maintain relationships with industry contacts, suppliers and industry associations
Team Management
- Field Management – provide program oversight and manage Trip Directors and other onsite
event staff - Lead direct reports and encourage goal setting, feedback and performance development
planning - Ability to identify opportunity areas and recommend ways to achieve growth and development for direct reports
- Miscellaneous duties as assigned
Who You Are
- You’re exceptionally organized and can manage multiple projects and deadlines simultaneously
- Excellent communication skills – communicate in a crisp, concise, meaningful, confident, trustworthy manner to team and clients
- You can effectively utilize resources and delegate tasks
- Can actively manage and mentor junior staff on various activities – Reinforce positive behaviors and set expectations on building trust with direct reports
- Ability to sustain a collaborative work environment through enthusiasm, support and open communication
- Provision in Microsoft office suite: PowerPoint, Word and Excel
- G driver’s license an asset
What You've Done
- Minimum 5 years’ experience working in a Program Manager focused capacity, with a preference of working within a third-party supplier environment
- Agency experience is an asset
- Plan and executed meetings, trade shows, galas, multi-day conferences, and travel programs
- Demonstrate a comprehensive understanding of conference & events planning best practices, including logistics management, AV setups, air, hotel and other logistical elements
- Willingness to travel, work irregular hours, and be on-site during events as needed
- Certifications an asset: PMP, CMP, DES, VEMM
Cultures & Values
To successfully deliver The Proof Experience, potential candidates must possess these key values:
- Excellence – You demonstrate expertise in building quality into your work at every step in an activation
- Collaboration – You believe that shared knowledge and collective talents result in greater value
- Integrity – You act with honesty and integrity, never compromising the truth
- Commitment – You are dedicated to seeing a program through, start to finish, never letting obsticles get in your way
- Empathy – You are curious and possess a desire to know and understand others
- Trust – You inspire confidence from others through behaving in consistent and reliable ways
About Proof Experiences
Proof Experiences is a marketing agency committed to designing and executing insights-led and measurement-based brand experiences that deliver results. Our team specializes in building virtual and face-to-face experiences including: events, conferences, consumer education, experiential activations and other memorable connections with brands & businesses.
Apply now!
Proof Experiences is an equal opportunity employer and values diversity in the workplace. If you require accommodation to participate in our recruitment process, please contact Katelyn McGee at kmcgee@proofexperiences.com
