Sourcing & Meeting Planner

At ALTOUR, we believe people are the driving force behind every meaningful connection - our clients’ and our own. With more than 1,000 team members and a presence in over 80 countries, we are a globally recognized leader in corporate travel management and a proud division of Internova Travel Group, the highest-ranking American corporate travel management company (Business Travel News). 

Our mission is to manage the complexities of connecting people so they can represent their brands in the most impactful way possible. That same philosophy shapes our workplace culture, one that evolves, improves, and empowers our people to grow and thrive. 

We embrace innovation and leading-edge technology to create smarter, faster, and more tailored solutions - not just for our clients, but for each other. At ALTOUR, you’ll be part of a collaborative, forward-thinking environment where your voice matters and your success is a shared journey. Click here for more information about Altour. 

Altour has an exciting opportunity for an experienced Sourcing & Meeting Planner!  This position is to lead execution of meetings and events for clients in a manner that promotes achievement of client business objectives. This includes sourcing and contracting venues when needed as well as managing the overall event details through completion. These events will be determined at the discretion of the Operations Manager. This role has strategic importance and high accountability as it is the “hub” of Altour services provided to clients and ultimately drives client satisfaction, overall meeting / event quality, and Altour financial performance. A successful individual in this role will demonstrate both excellence in execution and high-quality strategic advisement for clients.

• →Lead execution of venue sourcing efforts for low to medium complexity client meetings and events with a focus on client satisfaction and achievement of client strategic business objectives 
  • →Strategic Advisor for project venue selection and sourcing:
    • →Serve as “strategic business ally” for client, including defining meeting objective, understanding strategic business goals
    • →Incorporate client strategic business goals into sourcing process to deliver significant client value
  • →Ownership of sourcing strategy execution:
    • →Leverage Cvent and other venue sourcing tools to source proposals from venues through RFP processes
    • →Conduct site inspections per client requests and Operations Manager.
    • →Negotiate with venues to drive value for Altour and client strategic business objectives
    • →Facilitate venue contracting process in accordance with Altour standards and client interests and practices
    • →Facilitate seamless hand-off to designated Meeting Planner for program to ensure knowledge transfer of client strategic business objectives and venue considerations
  • →Ensure accurate data input and project record keeping
    • →Manages day to day maintenance of client budget from venues to provide accurate understanding of venue expenses for each project
    • →Provide inputs at the direction of U.S. Operations and Global Financial Operations to facilitate financial close of project
    • →Ensure project-level inputs in Altour Cvent platform and other key internal systems used by Altour are accurate and are to the specifications of U.S. Operations and Global Business Intelligence Leadership
• →Lead execution of client meetings and events with focus on client satisfaction and achievement of client strategic business objective 
  • →Advise on Client Objectives and Project Strategy:
    • →Provide strategic direction with client as a “strategic business ally” to develop meeting objectives and maximize impact of events and communications for strategic business goals
    • →Maintains proactive, positive, open line of communication with client to ensure understanding of expectations and client satisfaction
    • →Provide a high level of customer service and guidance in resolving challenges
  • →Ownership of Project Execution:
    • →Oversee and manage event details, including budget development, timeline, event logistics, transportation manifests, agendas, meeting materials, etc.
      • →Manage budgets, control events costs, and comply with financial profitability and pricing targets set by YES leadership
      • →Drive project execution to be in line with strategic business objectives set by client
    • →Participate in internal meetings to discuss volume, productivity, customer deliverables, process, and service levels.
    • →Manage third-party vendors in procurement of incentive, meeting and events program elements, including contract negotiation / execution and onsite execution on behalf of clients. Vendors include, but are not limited to:
      • →Hotel
      • →DMC
      • →Transportation
    • →Lead team members in onsite execution of meetings and events per client requests
    • →Collaborate with Technology team on registration, event app and website creation as needed
  • →Ensure accurate data input and project record keeping
    • →Manages day to day maintenance of client budgets to provide accurate understanding of expenses for each project
    • →Manages client final bill summary (including reconciliation of expenses)
    • →Provide inputs at the direction of U.S. Operations and Global Financial Operations to facilitate financial close of project
    • →Ensure project-level inputs in Altour Cvent platform and other key internal systems used by Altour are accurate and are to the specifications of U.S. Operations and Global Business Intelligence Leadership
• →Support development of positive team culture at Altour 
  • →Incite enthusiasm and influence, motivate and persuade Altour teammates to achieve desired outcomes and overall business goals

• Ability to Travel up to 15 - 20% of the time
• Must be able to work weekends and nights during travel periods of program operation or client meetings.
• Participation in industry organizations / events (i.e. MPI, IMEX, etc)

• At least 3 years of relevant experience in the meeting and events industry, with some time focused on sourcing work
• Bachelor’s Degree or equivalent work experience

Strategic Project Management and Execution Competencies: 

• Detailed understanding of meeting and incentive planning with specific assignments in the program delivery phase of a program
• Ability to incorporate client strategic business goals throughout project execution process
• Proven ability to work on multiple tasks and prioritize effectively while managing multiple projects
• Keen attention to detail and ability to work well under pressure

Interpersonal Competencies:

• Ability to engage with key client stakeholders and C-level executives with high level of professionalism and focus on client strategic business goals
• Strong negotiation skills and ability to maintain strong, collaborative relationships with clients, vendors and internal team members
• Work independently as well as collaboratively within a team environment
• Enthusiasm for developing others to improve performance

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Teams
• [Preferred] Competency in leveraging Cvent for sourcing and event management (e.g., budgeting, sourcing, etc.)\
• [Preferred] Competency in leveraging SmartSheet as a project management and reporting tool
• Strong understanding of billing and financial accrual process