Protofire is seeking a highly organized and proactive Travel & Event Manager to oversee the planning and execution of travel arrangements and events. This hybrid role combines travel management responsibilities with event coordination, including online and offline events, side events, sponsorships, and client relationship-building initiatives. The ideal candidate will excel in multitasking, have excellent negotiation skills, and bring a passion for creating seamless travel experiences and impactful events.
Protofire offers a dynamic environment where your expertise in travel and event management will play a key role in driving seamless operations and impactful client engagement.
If you’re ready to take on a multifaceted role and contribute to our mission, apply today!
Responsibilities:
Travel Management:
- Develop and implement company travel policies and procedures.
- Organize and book travel arrangements for team members, including airfare, accommodations, ground transportation, and other travel-related services.
- Manage and track travel expenses, report on budgets, and reconcile travel-related credit card operations.
- Research and negotiate contracts with airlines, hotels, and other travel vendors to secure optimal rates and services.
- Provide visa support and address travel-related issues such as lost luggage or cancellations.
- Stay up-to-date with industry trends and regulations that may impact travel policies or procedures.
- Maintain and nurture relationships with travel vendors to ensure compliance with policies and high service standards.
Event Management:
- Plan and execute participation in online and offline events, including side events, conferences, and sponsorships.
- Organize sponsorship opportunities and ensure alignment with Protofire’s marketing goals.
- Coordinate all event logistics, including venue selection, booking, setup, and post-event teardown.
- Negotiate with venues and vendors for the best rates and services.
- Coop with the marketing team to launch and manage marketing campaigns around events, including pre-event promotions, email campaigns, and advertisements for booking and lead generation.
- Foster and maintain relationships with the global event/conference organizers.
- Manage event budgets, track expenditures, and prepare detailed post-event reports on outcomes and ROI.
- Serve as the primary point of contact for internal and external stakeholders involved in event planning and execution.
- Managing branded gifts for members and conferences (ideas, vendors, deliveries).
- Coordinate with Marketing and Sales teams to organize meetings during the events with our new and existing clients and partners.
Requirements:
- Proven experience in corporate travel management and event coordination in IT companies (at least 3 years).
- Strong organizational and multitasking skills to manage multiple travel and event responsibilities simultaneously.
- Excellent negotiation and communication skills for dealing with vendors, venues, and team members.
- Knowledge of travel booking systems and tools.
- Knowledge of travel industry trends, travel-related regulations, and compliance requirements, including visa requirements.
- Analytical mindset to track and report on travel expenses, event budgets, and KPIs.
- Attention to detail to ensure compliance with policies and seamless execution of tasks.
- High level of initiative and problem-solving skills, with a proactive approach to challenges.
- English: Upper-Intermediate+
Nice-to-Have:
- Experience managing sponsorship deals and event-related marketing initiatives.
- Background in managing client relationships and leading nurturing through events.
