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Corporate Travel Meeting Coordinator - 3DI3P in Buffalo, NY at M&T Bank

Date Posted: 5/29/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Buffalo, NY
  • Job Type:
    Other
  • Experience:
    Not Specified
  • Date Posted:
    5/29/2018
  • Job ID:
    3DI3P

Job Description

FUNCTION:

Coordinates the strategic meetings management process (defined industry guidelines for meetings) for internal clients through site selection analysis, negotiations and utilizing the M&T room and space agreement (contract) where possible.  Serves as liaison between internal clients and external suppliers to ensure travel and meeting needs are met in the most cost-effective manner.  Conducts site visits and inspections of venues as required to ensure suitability for internal customer needs.  Responsible for all aspects of event planning for Executive level meetings and events.  Completes travel and administrative functions, including reporting.  Maintains current knowledge of industry trends and information to be able to offer new ideas to internal customers to better meet their needs.


POSITION RESPONSIBILITIES:

Respond to completed request forms for travel and meeting assistance and assist internal clients to best fit needs with travel/meeting suppliers.

Ensure strategic meeting management process is adhered to under Travel and Meetings Policy guidelines, including reporting violations to higher management.

Track and reconcile event and travel spend to ensure adherence to event budget and monitor volume for room nights, meeting rooms and entire spend as required to provide a source of information to secure additional savings based on usage.

Negotiate directly with travel and meeting suppliers, leveraging volume and spend, to achieve cost savings or upgrades in service.  Conduct site selections, formulate proposals and finalize event contracts with travel and meeting industry suppliers.

Track executive charter and shuttle flights to validate number and spend based on usage to secure additional future savings.  Maintain database with charter and shuttle passengers to validate charter and shuttle program usage, ensuring compliance with travel and meeting policy and audit requirements; report non-compliant activities to Risk Committee.

Responsible for meeting planning for executive level events, including Senior Manager on-sites and off-sites, and Board of Director and ad-hoc meetings.  Meeting planning responsibility is completed under specifications and procedures of the Certified Meeting Professional guidelines from the Convention and Industry Council to protect the Bank.

Update the Corporate Travel and Meeting Management intranet site with up-to-date market and industry trends and information to provide a source of information for employees.

Track savings on meetings achieved through strategic meeting management process.

Complete related travel and meeting administrative responsibilities including electronic and hard copy file organization and follow-up on questions and requests received to resolve issues and problems and maintain a record of activity.

Understand and adhere to the Company’s risk and regulatory standards, policies and controls in accordance with the Company’s Risk Appetite.  Identify risk-related issues needing escalation to management.

Promote an environment that supports diversity and reflects the M&T Bank brand.

Maintain M&T internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators as applicable.

Complete other related duties as assigned.


NATURE AND SCOPE:

The position assists higher management in all travel and meeting-related activities of the department.  The position ensures internal employees are satisfied with travel and meeting activities through proper follow-up through formal and informal surveys.

The position seeks to centralize meeting planning to streamline site selection and negotiations and leverage the buying power of the Bank to increase cost savings.

The position provides assistance to business units through the position’s expertise in travel and meetings to reduce costs and increase value of meetings.

The position works with all levels within the Bank on travel and meeting-related matters and may interact with Executive management.


MANAGERIAL/SUPERVISORY RESPONSIBILITY:

Serves as Team lead on meeting programs.


MINIMUM QUALIFICATIONS REQUIRED:

Bachelor’s degree in hospitality/travel industry or related field and a minimum of 2 years’ proven corporate meeting planning experience, OR in lieu of a degree, a combined minimum of 6 years’ higher education and/or work experience, including a minimum of 2 years’ proven corporate meeting planning experience.

Proficiency with personal computers as well as pertinent software packages.

Familiarity with intranet and meetings registration applications.

Familiarity with audio and video conferencing systems.

Good negotiation skills and ability to respond in a timely manner.

Experience in high profile work environment.

Good written and verbal communication skills.

Good analytical skills to evaluate proposals, contracts and budgeting needs.

Reliable, flexible and detail-oriented.

Ability to have a flexible work schedule including weekends.


IDEAL QUALIFICATIONS PREFERRED:

Certified Travel/Meeting Planner designation (CMP).


ABOUT M&T:

At M&T, we strive to be the best place our employees ever work, the best bank our customers ever do business with and the best investment our shareholders ever make. So when looking to advance your career, look to M&T. As a top 20 US bank holding company and one of the best performing regional banks in the country, we offer a wide range of performance based career development opportunities for talented professionals. And through our longstanding tradition of careful, conservative and consistent management and a strong commitment to the communities we serve, we continue to grow with a focus on the future.M&T Bank Corporation is an Equal Opportunity/Affirmative Action Employer.
M&T Bank Corporation does not sponsor individuals for the purpose of obtaining H-1 Visas.
M&T Bank Corporation has policies and procedures in place to promote a drug free workplace.