Program Director, Events & Travel

Simple Science is a full-service experiential event agency with a global team of event planners & producers, creatives and technologists. We offer a complete experiential marketing capability in-house, ensuring quality, consistency, speed and ROI for our customers.Event management, planning, event design, sourcing, AV & film production, communications, graphic design and technology all under one roof makes for a turn-key solution for in-person and broadcast events that excite, educate and inspire. We design and deliver best-in-class experiences that increase loyalty, recognize and motivate performance and build lasting culture and community.EVERY EXPERIENCE MATTERS.Position SummarySimple Science is looking for a creative, successful and enthusiastic Senior Event Planner/Program Director with agency experience (preferred) to produce events from conception through to completion. You will provide outstanding customer service and organize memorable events that meet the highest expectations. It is key to be able to anticipate project needs, discern work priorities, and meet deadlines with moderate supervision. The ability to travel (domestic and global) and work occasional evenings and weekends as needed for client events is essential.ResponsibilitiesLead, project manage and execute small, medium and large scale client events: conferences, executive summits and retreats, sales meetings, company kick-offs, incentive trips, product launches, trainings, etc. Oversee complex, ongoing project management of simultaneous events, delivering events on time, within budget and exceeding client expectations.Own the delivery and execution of assigned Meeting and Events programs. Provide end-to-end meeting management in all program delivery elements utilizing standard processes and procedures to achieve client satisfaction.Liaise with clients, listening to their needs and presenting ideas and solutions to their requirementsProduce detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);Produce, develop and drive project plans with well-defined milestones. Ensure event plan project status is maintained and effectively communicated to all stakeholders. Venue/hotel sourcing & management of all event details such as decor, AV, catering, entertainment, transportation, location, guest list, special guests, equipment, promotional materials etc.;Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).Work with a team of experienced travel professionals to deliver amazing experiences for our clients, taking complete ownership of projects and programs as well as assisting in the success of other team members.Work with a team of AV, digital, content, communications and video strategists and producers to execute all aspects of the event, pre, during and post event.RequirementsExperience preparing project plans with detail by obtaining historical information related to the program.Ability to identify services required and coordinate all hotel, transportation, AV, vendors, f&b, etc.Experience developing budget for meeting which includes negotiating all hotel contracts, ensuring completion of payment and / or billing process, managing budget according to approved SOW from client. Understanding of how to conduct a RFP process and thorough sourcing of hotels/venues both domestic and international. Responsible for group reporting requirements. Ensures adherence to standard or client specific deposit terms, terms and conditions of client contract, and billing guidelines.Experience conducting pre-meeting briefing and post-con with suppliers and facility providers. Experience creating agendas for site inspections and programs. Experience managing supplier partners and internal support areas to ensure quality and timely delivery of program specifications.Understanding and working knowledge of project, program, event and overall meeting management.Ability to manage concurrent projects, varying in scope and size, with medium to high complexity and risk.Detailed oriented, a must.Strong project management skills. Well-organized and excellent time management skills. Demonstrates the ability to organize and prioritize workload.Excellent writing, communication, decision-making, presentation, human relations and organizational skills.Customer service and interpersonal skills are critical.Ability to remain calm and poised in stressful situations with the ability to think outside the box to resolve problems in a timely manner.Ability to set priorities and multitask in a fast-paced, multi-project environment. Ability to successfully work and promote inclusiveness in all size groups helping lead teams towards a common goalTeam player with can-do, helpful attitude. Always looking for ways to go above and beyond.Knowledge of Apple products, Mac OS and Microsoft Office products (Excel, PowerPoint, Word). Experience with creating and using Google docs/sheets/slides essentialTravel industry knowledge.Experience with CVENT and other travel management platforms10+ years of planning experience Agency experience desired.Ability to travel up to 30% of the time, both domestic & international travel.

Created: 2025-10-02