ANA HELENA MEYER
San Diego,USA
Summary
Highly experienced and detail-oriented Project Management Professional with 20+ years of expertise in successfully organizing and managing Global and Large-Scale Events including Olympic Games, Super Bowls, the FIFA World Cups, and PGA TOURS. Adept at all phases of event planning and execution using meticulous attention to detail to ensure flawless outcomes liaising VIP Guests. Great time management, strategic thinker, analytical, strong relationship skills, and problem-solving. Proven track record in managing complex budgets, venues, agencies and third-party vendors. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), MS Project, and Salesforce. Fluent in English and Portuguese.
Overview
25
25
years of professional experience
Work History
Senior Manager, Logistics
Gartner Inc
08.2023 - 07.2024
- Responsible for the strategic and management of the project from end-to end overseas Overall logistical planning, and onsite management of the LATAM and North America Senior Leaders portfolio, C-Level executives globally of conferences with up to 5k attendees each
- Responsible for the entire guest experience development process ensuring globally consistent for all conferences with a high-quality level of member experience lounges up to a thousand guests each
- Managed the entire planning process from event announcement through completion liaising with both internal and external stakeholders
- Defining processes, KPIs, service levels and requirements in relation to timelines, policies, responsibilities, T&E, and seamless workflows
- Oversaw all Food & Beverage and decoration with a high-level concept for an average of 5k C-Level and VVIP Guests
- Performed budget forecasts and health risk assessments with expenses up to $5M and revenues up to $ 20M and managed event budgets to ensure expenses meet or come in under the projections
- Creating visual branding concepts enhancing a customized, memorable, and unique look & feel globally consistent
- Project Managed a cross functioned team that included negotiations with venue, AV, branding, content, exhibitor, operations, registration, housing, marketing, IT, Security, and external vendors for each conference
- Created and implemented globally scalable processes, implemented SOW’s, and negotiated vendor contracts through my working knowledge of vendor pricing, service offerings and process
- Managed direct reports to meet and exceed all company goals and objectives
- Overall project lead status with cross-functional working team to assess progress, communicate risks and problem solve as needed to ensure on-time delivery within budget.
Major Projects Manager
Behind the Scenes Catering, BTS
06.2021 - 04.2023
- Took charge of the planning and organization of all aspects of major events with 20,000+ guests, including events for the 2022 & 2023 Super Bowl games, the 2022 Beijing Olympics, the 2020 Tokyo Olympics, the 2021 & 2022 Rose Bowl games, the 2022 & 2023 Farmers Insurance Open PGA Tour, the 2021 & 2022 US Open, ATP 250 Tennis, 2022 & 2023 Fortinet PGA Tour - Napa Valley, Susan G Komen 3-Day Series, and the 2022 WTA Tennis tournament, among others
- Developed and delivered training to all the staff involved in the respective events to deliver the best client experiences
- Managed and developed all project milestones, coordinating with internal and external stakeholders and major clients
- Managed complex hospitality event budgets exceeding $1M, optimizing resource allocation, creating proposals, devising operational plans, and coordinating event logistics while engaging in contract negotiations with vendors and major clients
- Oversaw all event production, project timelines, venue space planning, AV, logistics /transportation, security, POS, F&B, décor, and management of all logistics and travelling aspects entertainment in support of events and activations.
Field Sales Representative
Riverside Natural Foods Ltd.
06.2019 - 06.2021
- Created and implemented successful marketing strategies, resulting in a 120% growth in SoCal accounts compared to the previous year
- Managed all aspects of non-consumer events, including virtual and in-person shows.
Event Manager
Deep Promotions
08.2016 - 12.2019
- Successfully achieved a 25% growth in market share for critical accounts by creating and executing promotional events, merchandising, and sales initiatives that boosted brand visibility and awareness
- Streamlined event planning processes by implementing efficient project management strategies.
- Managed budgets and negotiated contracts with vendors, ensuring cost-effective event execution.
Events General Manager
FIFA World Cup Brazil 2014, Local Organizing Committee
04.2011 - 02.2015
- General Event Manager – Planning, production, implementation, and organization of all major Events related to the FIFA World Cup 2014 Main projects: Preliminary Draw for the 2014 FIFA World Cup Brazil; Official Draw for the FIFA Confederations Cup Brazil 2013; 2013 FIFA Confederations Cup Opening and Closing Ceremonies; 2014 FIFA World Cup Final Draw; Team Workshop for the 2014 FIFA World Cup Brazil; 64th FIFA Congress; 2014 FIFA World Cup Brazil Opening and Closing Ceremonies Leadership in planning and organization of 20 events between workshops and Seminars in 8 of the 12 host cities, with media coverage in many of them; planning and organization of 15 Board Meetings and Organizing Committee Meetings with subsequent press conferences for an average of 300 journalists and live transmission for main national television stations
- Direct leadership of a team of 13 people and 3 indirect agencies (approximately 300 people, not including volunteers)
- Close interaction with FIFA, its sponsors, and the international companies related to it in the accommodation, technology, ticketing, medical services, catering, IT, media, and broadcasting segments
- Managed the Project of the Preliminary Draw, responsible for the production and organization of the Draw related to the 2014 FIFA World Cup Brazil: Management of the project from briefing, planning and execution of all events; leadership of event agencies, contraction of suppliers, logistics and venue operations
- More than 2800 VIPS guests and 600 journalists and an initial budget of 35 million dollars Managed the Project of the Opening and Closing Ceremony of FIFA World CUP, with the following strategic actions: I) administration of R$28 million budget for the two ceremonies; ii) coordination of the agency and infrastructure in stadiums and infrastructure in the test sites; iii) team mobilization; Iv) management of 1500 volunteers during rehearsals and ceremonies
- Managed the FIFA Congress at Transamerica Center in São Paulo, one week of events with several Executive Committee meetings with Delegations, Opening Ceremony, banquet and Congress, audience of 2,000 people, leading the team and managing the budget of approximately $40 million
- Managed a diverse team of professionals, fostering a positive work environment and high employee satisfaction.
- Managed multiple agencies at the same time and Lead Site Operations Plan (SOP) development for all Guests/VIP.
- Managed, planned and led the team for the execution of six FIFA official banquets, with budget management of an average of R$1.7 million/each
- Managed the Final Draw Event in Costa do Sauípe in Bahia budget management of an average of $40 million, a great event with the draw of groups broadcasted to more than 200 countries, with the following actions: Coordination of the construction of a real city in the entire complex, including areas of booths for sponsors, operational areas, media center and 9,000 m² arena, with capacity for over 3,000 people
- Leadership of the project since planning, briefing for competition and coordination of the entire hospitality process concepts combining decoration with an innovative and high-quality food & beverage experience
- Managed budget implementations, employee reviews, training, schedules, and contract negotiations.
Production Manager
Banco de Eventos
01.2008 - 01.2011
Co-Founder
FUNRIO (Entertainment Portal from Rio de Janeiro)
02.1999 - 12.2009
Production Coordinator
GL Events
02.2005 - 06.2008
Education
Meeting and Event Planning Certification -
San Diego State University
San Diego, CA12.2021
Bachelor’s degree in communications & advertising -
University Estacio De Sá
Brazil07.2007
Skills
- Leadership and team development, Problem solving, creative and strategic thinking, Project management and Stakeholder management
Languages
English
Native or Bilingual
Portuguese
Native or Bilingual
Spanish
Elementary
Timeline
Senior Manager, Logistics
Gartner Inc
08.2023 - 07.2024
Major Projects Manager
Behind the Scenes Catering, BTS
06.2021 - 04.2023
Field Sales Representative
Riverside Natural Foods Ltd.
06.2019 - 06.2021
Event Manager
Deep Promotions
08.2016 - 12.2019
Events General Manager
FIFA World Cup Brazil 2014, Local Organizing Committee
04.2011 - 02.2015
Production Manager
Banco de Eventos
01.2008 - 01.2011
Production Coordinator
GL Events
02.2005 - 06.2008
Co-Founder
FUNRIO (Entertainment Portal from Rio de Janeiro)
02.1999 - 12.2009
Meeting and Event Planning Certification -
San Diego State University
Bachelor’s degree in communications & advertising -
University Estacio De Sá
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