ABOUT THE CLIENT
This Destination Management Company (DMC) is a strategic partner for meeting and event planners worldwide. They help visionary planners deliver meaningful, memorable, and motivating group experiences in over 350+ destinations around the globe. Their team is known as the local expert — weaving ferocious creativity and intention into every moment, from event design and production to team-building programs and everything in between.
JOB SUMMARY
They are seeking a dynamic, experienced operations professional to join their growing Washington, D.C. team. In this role, you will serve as the quarterback of the planning process — leading programs from contract through execution while ensuring operational excellence, financial discipline, and an exceptional client experience. You will manage special events, transportation services, tours, venue buyouts, dine-arounds, and convention-related programs ranging from 50 to 20,000+ attendees. The ideal candidate brings integrity, strong business acumen, and a passion for delivering seamless, high-impact experiences.
THEY ARE LOOKING FOR SOMEONE WHO…
- Thrives in logistics and complex problem-solving
- Balances creativity with operational realism
- Brings strong financial acumen and margin awareness
- Builds trusted relationships with clients and suppliers
- Leads with professionalism, patience, and a sense of humor
- Continuously looks for ways to improve
LOGISTICS MANAGEMENT
- Assume full responsibility of assigned programs, including, but not limited to, transportation, venues, tours, F&B, VIP services, registration staffing, and related services.
- Develop a detailed Schedule of Services and supporting documentation
- Brief, schedule, and oversee field staff for each program
- Lead onsite execution and maintain visible client presence
- Anticipate challenges and implement proactive solutions
- Maintain awareness of competitive landscape and pricing models
- Partner closely with Sales Managers from turnover through execution
- Coordinate with venues and hotel managers, transportation providers, security, and suppliers to ensure seamless operations
- Lead pre-convention meetings and client reviews
BUDGET MANAGEMENT
- Select and secure vendors aligned with client expectations and budget requirements
- Control costs, protect margin, and identify upsell opportunities
- Manage Program Change Notices (PCNs) and obtain client approvals
- Oversee operational expenses including time sheets, invoices, petty cash, and advance deposits
- Prepare final invoice and Program Cost Analysis within 10 business days post-program
- Reconcile petty cash and ensure all vendor invoices are paid promptly
- Identify future sales opportunities with existing clients
ADDITIONAL DUTIES
- Support proposal development alongside Sales and Creative teams
- Attend site inspections and vendor presentations as needed
- Provide biannual field staff training and operational guidance
- Assist with recruiting, onboarding, and mentoring operations team members
- Support the development of strategic supplier partnerships
INTERNAL OFFICE DUTIES
- Manage the effective implementation and utilization of company-wide systems including budgeting tools, staffing software, and CRM platforms
- Uphold company policies and procedures
- Embrace cross-departmental collaboration
- Perform additional duties as needed to support the Washington, D.C. office
- Train Field Staff every 6 months on policies and procedures
MINIMUM REQUIREMENTS
- 5–7 years of operations experience in DMC, special events, hospitality, or related industry
- Bachelor’s degree in tourism, hospitality, event management, or equivalent experience
- CMP or DMCP certification preferred
- Strong understanding of corporate and association meetings
- Proven experience managing complex logistics and event budgets
- Financial acumen and understanding of pricing models and gross profit margins
- Strong written and verbal communication skills
- Ability to manage multiple programs in high-pressure environments
- Proficiency in Microsoft Office (Canva & HubSpot a plus)
- Established supplier relationships preferred
- Ability to work well under pressure, exercising good judgment as well as good interpersonal skills
ABILITIES REQUIRED This role requires the ability to manage events lasting 1–7 days, including meeting the physical demands necessary to perform essential job functions. Reasonable accommodations will be provided to enable qualified individuals with disabilities to perform these essential functions. This job description summarizes the primary responsibilities of the role and is not intended to be all-inclusive. Additional duties may be assigned as needed.