Program Manager in Dallas, Texas at Meeting Protocol

Established in 1996 and rebranded to Scout in 2024, we built our foundation on planning meetings for numerous organizations within the life sciences sector (Scout Meetings).  In response to emerging industry needs, we expanded our services to include Scout Clinical, one of the top providers of clinical trial patient reimbursements and travel.  

Scout is recognized as a leader in our field for innovation in service, attention to detail, our stellar team members, and making the complex easier.  If this interests you, we’d love to have you join our rapidly growing team!      

Position Summary:  

We are looking to hire a talented, eager, and skilled Program Manager to join our team in our North Dallas office. The Program Manager oversees all aspects of the planning and onsite duties for our clients’ meetings, from its development to implementing program activities. Ensures meeting is completed to a consistently high standard, within budget, that objectives are met on time, suiting the company's image and objectives. Make sure the program meets professional standards and industry regulations.

Duties include, but are not limited to, budget management, strategic planning, third-party relationships, and oversight of on-site execution teams.

Responsibilities of this position include, but are not limited to:

• Serve as the primary point of contact to our clients, hotels, travel agencies, ground transportation and other related parties for each meeting.
• Consult with client(s) to identify goals and vision, establish direction, facilitate solutions, and get decisions made.
• Oversee and manage meeting and event budgets to exceed expectations, including financial reconciliation and post-meeting.
• Travel to domestic locations to execute meetings and events (paid weekend travel).
• Responsible for the invitation and registration process
• Oversight of travel arrangements, including airport transfers
• Update/maintain database, including data entry
• Generate and provide attendee status reporting
• Oversee all aspects of hotel arrangements, including rooming list, meeting space, food and beverage, and audio/visual equipment
• Collect and reproduce all speaker presentations
• Generate and distribute all other collateral, ensuring that materials are professional and appropriately reflect client and Scout standards
• On-site operations and the management of the meeting and travel staff
• Complete all required initial and ongoing training within a reasonable or provided timeframe

• BA or equivalent experience
• 2+ years of experience within the hospitality/meeting planning industry is required
• Excellent interpersonal skills
• Attention to detail
• Organized with an ability to prioritize and multi-task
• Patient, flexible attitude
• Excellent time management
• Ability to work under pressure in a fast paced, demanding environment
• Self-motivated
• Coachable
• Ability to evaluate and negotiate proposals from 3rd party suppliers
• Problem solver
• Team player
• Proficient with MS Office Suite, PowerPoint, and database programs