Ancillary Meeting Manager (ES, Spain, Virtual, EUROPE)

.4 trillion by 2028, professionals with expertise in event planning, budgeting, and vendor management are in high demand. BCD Travel, a leader in meetings and events, is seeking an Ancillary Meeting Manager to oversee high-impact meetings and events. This role stands out for its emphasis on digital skills, flexibility, and a culture that prioritizes people, passion, and purpose. Before applying, candidates should be prepared to showcase their experience in managing ancillary meetings, client counseling, and process improvements.

## About the Role The Ancillary Meeting Manager role at BCD Travel is a pivotal position that focuses on creating exceptional experiences for clients through the meticulous planning and execution of ancillary meetings. This role is crucial in the current digital age, where the ability to organize impactful virtual and in-person events has become a key differentiator for businesses. As part of the BCD Travel team, the successful candidate will be responsible for managing all aspects of budgeting and organizing ancillary meetings, particularly those associated with Congresses.

Day-to-day, the Ancillary Meeting Manager will be deeply involved in client counseling, ensuring that all financial and compliance controls are adhered to. This involves maintaining strong relationships with clients, understanding their needs, and delivering solutions that meet their objectives. The role also entails managing vendor relationships, ensuring that all logistics and event registrations are handled efficiently, and maintaining detailed documentation of all processes.

The team at BCD Travel values innovation, sustainability, and people-centric approaches. As such, the Ancillary Meeting Manager will be part of a culture that encourages creativity, empathy, and continuous learning. With locations in over 60 countries, BCD Travel offers a dynamic and supportive environment where professionals can grow and thrive.

## What You Will Do - Manage all phases of ancillary meetings associated with Congresses, from planning to execution.

• Serve as the primary liaison for clients, ensuring adherence to financial and compliance controls.
• Handle attendee management processes, including event registrations and communication.
• Maintain documentation, manage logistics, and ensure timely communication throughout the engagement.
• Review supplier bills, manage budgets, and maintain an audit-ready environment.
• Actively seek process improvements and provide valuable insights to clients on best practices.
• Collaborate with internal teams to ensure alignment with client objectives and company standards.
• Develop and implement engaging event concepts that meet client needs and expectations.
• Conduct research to stay updated on industry trends, best practices, and new technologies.
• Participate in strategic planning sessions to contribute to the growth and development of the meetings and events portfolio.
• Foster strong relationships with vendors and suppliers to negotiate favorable terms and ensure high-quality services.

## What We Are Looking For - Sound experience (minimum 2 years) in managing ancillary meetings in conjunction with Congresses.

• Proven experience in account/client management and vendor negotiation.
• Strong organizational, communication, and customer service skills.
• Pharmaceutical industry experience is highly desirable.
• Fluent English, as it is the working language.
• Ability to work in a fast-paced environment and manage multiple projects simultaneously.
• Strong problem-solving skills and attention to detail.
• Experience with event management software and digital tools.
• Certification in event planning or a related field is a plus.
• Understanding of compliance and regulatory requirements in the events industry.

## Nice to Have - Experience in managing virtual events and webinars.

• Knowledge of sustainable event practices and how to implement them.
• Familiarity with data analysis tools to measure event success and ROI.
• Certification in project management or a related field.
• Proficiency in more than one language, given the global nature of the company.

## Benefits and Perks - Flexible working environment that supports remote work and work-life balance.

• Opportunities for professional growth and development, including training and education support.
• Comprehensive healthcare and retirement plans.
• Diverse work locations and the possibility of international assignments.
• Travel and hotel discounts for personal and professional use.
• Volunteer and sustainability opportunities that align with the company’s values.
• Successful employee recognition program that rewards outstanding performance.
• Access to cutting-edge technologies and tools in event management and digital marketing.

- Highlight transferable skills: Even if you don’t have direct experience in ancillary meeting management, emphasize skills like project management, client service, and budgeting.

• Showcase your digital skills: Proficiency in event management software, digital tools, and data analysis will make your application more competitive.
• Prepare examples of process improvements: Think about times when you’ve identified inefficiencies and proposed solutions - be ready to discuss these examples in detail.
• Research BCD Travel’s culture and values: Understand the company’s commitment to sustainability, people-centric approaches, and innovation, and be prepared to explain how your values align.
• Practice your negotiation skills: Be prepared to discuss your salary expectations and benefits, knowing the market standards for similar roles.
• Review your portfolio and references: Ensure your professional portfolio and references highlight your achievements in event planning and management.
• Emphasize your ability to work remotely: Given the remote nature of the role, be prepared to discuss your experience with remote work, including how you stay motivated and manage your time effectively.