Meeting Manager

Meeting Manager

The MOX Agency

The MOX Agency is a boutique meetings and events agency delivering high-touch corporate programs, incentives, and experiences. We are seeking an experienced Meeting Manager to lead client programs while supporting team development and ensuring consistent execution excellence.

This role is ideal for a confident meeting professional who can independently manage programs, communicate directly with clients, own budgets, and guide Event Coordinators through planning and execution.

Role Overview

The Meeting Manager is responsible for owning programs end-to-end. This includes client management, budgeting, contracting, production planning, and on-site execution. The Meeting Manager also plays a key role in mentoring Event Coordinators and upholding agency standards.

Experience & Expertise

• 3–6 years of experience in meetings or event management, agency, or similar environments
• Proven ability to execute client programs appropriate to a manager level
• Acts as lead on Tier 1–3 programs with minimal to no supervision
• Serves in a strong support role on Tier 4 programs
• Experience managing full program lifecycles, including:
• RFP evaluation and responses
• Client meetings and presentations
• Proposal development and revisions
• Budget creation and management
• Site inspections and destination coordination
• Contracting and risk management
• Production schedules and on-site execution
• Final billing and program closeout

Leadership & Team Support

• Guides, delegates to, and supports Event Coordinators to promote growth and learning
• Provides clear direction and feedback on assigned tasks
• Models professional behavior and accountability
• Supports adherence to agency processes and standards

Client Communications

• Communicates confidently and professionally with clients, both verbally and in writing
• Leads initial client calls, gathers critical program information, and presents The MOX Agency’s services appropriately
• Manages ongoing client communication with clarity, accuracy, and responsiveness
• Represents The MOX Agency professionally in all client environments

Project Management & Execution

• Develops and manages detailed timelines and deadlines
• Oversees task execution to ensure quality, accuracy, and consistency
• Demonstrates strong negotiation skills with vendors and partners
• Anticipates challenges and proactively addresses issues
• Delivers programs that meet or exceed client expectations

Technology & Systems

• Moderate to advanced understanding of registration and mobile app platforms
• Ability to confidently explain registration and event technology capabilities to clients
• Ability to build, test, and launch registration websites
• Familiarity with AI tools for research, content support, and workflow efficiency is a plus
• Proficient in Microsoft Office and Google Workspace

Financial Management

• Owns program pricing, budgets, and financial performance for programs
• Manages program accounting, invoicing, and closures accurately and on time
• Identifies cost-saving opportunities without compromising quality
• Balances client value with agency profitability
• Confidently reconciles programs with minimal to no support

Proposals, Design & Creativity

• Evaluates RFPs and determines appropriate proposal components
• Builds client proposals from initial concept through revisions
• Ensures all RFP requirements are met with thoughtful, strategic solutions
• Creates floorplans, event designs, and comprehensive production schedules
• Designs polished event communications, proposals, signage, name badges, and digital assets
• Applies strategic and creative thinking across all aspects of the role

Travel & Work Environment

• Moderate travel required depending on program load
• Travel typically ranges from 3–7 days per program, approximately 5-10 times per year
• Professional attire and conduct required for all client-facing and on-site work

Our Core Values

Anticipatory | Humble | Collaborative | Accountable | Adaptable | Positive