Event Program Manager Jobs (NOW HIRING)

ORGANIZATION BACKGROUND:

As a destination marketing and management organization (DMMO), Visit Helena is charged with growing visitation. Strategies include tourism marketing and sales while supporting programs and projects that will help position Helena as a competitive choice for travelers. Visit Helena is the leading brand comprised of the Helena Tourism Business Improvement District (TBID) and the Helena Convention and Visitors Bureau (CVB). The Helena TBID mission is to promote and preserve Helena as a unique destination to increase occupancy for lodging facilities, thereby creating vibrant growth in the local economy.

POSITION SUMMARY:

The Visit Helena Program Manager serves the organization as an individual who helps execute programming and projects to help fulfill the mission of the organization, together with the Visit Helena’s Social Media & Content Manager, Visitor Services Coordinator, Executive Director, and Helena TBID Board of Directors.

This person must demonstrate a high level of interpersonal skills and possess a results-focused approach and commitment to going the extra mile for key stakeholders, tourism partners, clients, and vendors, including adapting quickly to situations, managing demands, and deadlines. This person must be a self-starter.

The position reports to the Executive Director of Visit Helena.

$50,000 - $55,000 yearly

• Responsible for managing all aspects of assigned projects and programs and related deliverables, working with internal and external partners and third parties, vendors, and/or agencies.
• Create and implement an effective sales plan that will meet the mission to generate room nights in Helena for lodging partners.
• Develop an action plan to seek out and identify potential opportunities to attract events, programs, and groups to Helena that will, in turn, equate to an increase in overnight business for hotels, thus increasing tourism in our community.
• Manage all aspects related to selling Helena, Montana, as a meeting, convention, reunion, and leisure group tour destination to state, regional, national, and international organizations, partners, and companies.
• Solicit planners and organizers of meetings, conventions, trade shows, seminars, and training sessions in a variety of industry sectors, including (but not limited to) associations, government, and niche markets, including the SMERF (social, military, education, religious, fraternal) markets.
• Actively engage sales leaders of hotels and other key hospitality and venue partners to understand sales strategies and needs while communicating Visit Helena’s opportunities to assist with sales and bookings, as necessary.
• Work closely with hotel GMs/Directors of Sales and other members of the city’s hospitality industry on coordinated sales efforts.
• Submit leads, requests, and opportunities to appropriate partners.
• Prepare and distribute RFPs to Helena hotels and work with hotel sales staff.
• Offer services for the meeting/group planning process, including lead distribution, coordination of site visits, and local partner referrals.
• Works with coworkers and colleagues to analyze program and project needs, ensuring they fit with resourcing, objectives, and quality standards to meet mission and priorities of Visit Helena.
• Assists in the definition and communication of the scopes of projects and objectives, involving all relevant stakeholders and ensuring feasibility to Visit Helena’s mission alignment.
• Promote, monitor, and manage the TBID Grant Program, Frontline Training Program, and Group Tour Program. Primary contact for communication, production, timeline, and resource questions for assigned programs or events.
• Measure event impact on hotel stays and maintain ROI on all initiatives to ensure objectives.
• Research and solicit business in a variety of tourism market segments.
• Use available research and market demand insights to refine a plan to optimize further market expansion.
• Foster key relationships with industry contacts to help cultivate leisure tourism business.
• Maintain the database and populate all meeting and event planners, tour operators, and important contacts. Track lead distribution and report on production.
• Develop and maintain cooperative relationships with community groups and organizations that align with Visit Helena’s goals and marketing plan.
• Support the planning, organization, and performance of familiarization tours for groups, media, and other travel professionals alongside the Executive Director.
• Represent Visit Helena at industry networking events or tradeshows, and develop working relationships with partners, businesses, prospective visitors, planners, and clients.
• Work with the Executive Director and team to protect Visit Helena’s brand standards and create brand lift for the destination.
• Coordinate with the Visit Helena team to advise and implement other sales efforts for leisure, group, sports, and events.
• Facilitate the creation of engaging monthly newsletters, fostering a sense of community among followers and industry stakeholders.
• Stay up to date with industry trends and best practices in destination marketing and communications.
• Work with fellow Visit Helena team to complete other activities and programs that fulfill the mission and goals of the organization.

• Bachelor’s degree preferred or equivalent practical experience.
• Preferred minimum of two (2) years related experience showing progressive growth, learning, and/or training equal to the skill level needed to perform this position.
• Preferred two (2) years of related program management experience involving high-level attention to detail, data management, and budgeting.
• Experience in a consensus-building approach in working with multiple partners.
• Excellent attention to detail and communication skills.
• Prior experience in the hospitality, convention bureau, or sales industry helpful.
• High level of proficiency in MS Office and Adobe products, as well as data reporting capabilities.
• Understanding of sales, marketing disciplines, social media, and promotional efforts/concepts.

KNOWLEDGE, SKILLS, AND ABILITIES

• Outstanding verbal and interpersonal skills for frequent interaction with customers, vendors, stakeholders, and suppliers.
• Successful experience with the management of programming and events.
• A strategic mindset and the ability to devise creative solutions.
• Strong collaborative skills and a genuine enthusiasm for building relationships with stakeholders.
• A commitment to providing high-quality customer service with creativity and enthusiasm.
• Close attention to detail with the ability to manage and work simultaneously on multiple projects with conflicting demands for multiple people, and to organize and meet tight deadlines in a fast-paced environment.
• Ability to think creatively, strategically, and work within budget.
• A strong team orientation is important, but one needs to be successful working independently.
• Possess excellent written and verbal communication skills, exceptional spelling, punctuation, and grammar skills.
• Well organized, flexible, detail-oriented and will work in a fast-paced environment while managing and completing projects and running programs.
• Energetic, self-starter, and resourceful problem solver. Keeps projects on timeline.
• A strong knowledge of Helena and Southwest Montana, including local businesses, attractions, special event venues, and community resources.
• Ability to represent Visit Helena professionally while interfacing with internal and external clients.
• Ability to use sound judgment and discretion; demonstrate professionalism and ownership.
• Good and consistent attendance record for work demands.

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS

• Ability to perform work utilizing a computer for extended periods of time.
• Ability to sit for extended periods of time while performing the work.
• Ability to travel by ground or air transportation (includes personal and public transportation) as required in performing duties as assigned, with prolonged standing and walking.
• Ability to work nights and weekends as needed. Working evenings includes, but is not limited to, hosting media, attending business exchanges, meetings, and events.

Visit Helena promotes responsible and sustainable year-round tourism, thereby creating a vibrant and inclusive quality of life, place, and experience for both our community and visitors. Our Visit Helena office is located in historic Reeder’s Alley and includes a Visitor Information Center which has a fun, friendly atmosphere.