Work Preference
Summary
Overview
Work History
Education
Skills
Websites
Technical Proficiencies
Timeline
AdministrativeAssistant
Open To Work

STEPHANIE M. STEWART

Fairport,New York

Work Preference

Desired Job Title

Senior Meetings & Events ManagerSenior Meetings ManagerSourcing SpecialistExecutive Meeting ManagerCorporate Meeting Planner

Work Type

Full Time

Location Preference

RemoteOn-SiteHybrid
Location: Fairport, New York
Open to relocation: No

Salary Range

50000/yr - 200000/yr

Important To Me

Career advancementPersonal development programsHealthcare benefitsCompany CultureWork-life balance

Summary

Dynamic Senior Meetings & Events Manager with a proven track record at Infinix Global Meetings & Events, excelling in contract negotiation and team leadership. Successfully delivered high-impact events, securing $2M+ in revenue through strategic client partnerships. Adept at logistics coordination and fostering strong vendor relationships to ensure seamless event execution.

Overview

15
15
years of professional experience

Work History

Senior Meetings & Events Manager

Infinix Global Meetings & Events
01.2022 - Current
  • Delivered high-value client retention: Executed flagship event that secured 12 additional programs worth $2M+ in company revenue within 3 years
  • Built strategic client partnerships, resulting in exclusive assignments for all future programs based on performance excellence.
  • Managed end-to-end project lifecycle for 50+ events across healthcare, pharmaceutical, and corporate sectors, enhancing attendee experience for 15-250 participants.
  • Oversaw contract reviews and logistics planning, ensuring seamless delivery of complex events.
  • Coordinate cross-functional teams including AV partners, DMCs, travel agencies, hotels, and specialized vendors
  • Direct simultaneous multi-location projects across U.S. and international markets
  • Career advancement: Promoted to Senior Manager in 2024 for consistent delivery of complex projects

Director of Meetings & Conferences

National Council of University Research Administrators
04.2019 - 12.2021
  • Led strategic planning and execution of association's entire event portfolio. Managed three-person team while overseeing conference operations with budgets up to $500K and 1.8K attendees.
  • Directed long-range planning for conferences 2-3 years in advance to optimize venue selection and budget allocation
  • Remote operations leadership: Transitioned entire department to remote work during pandemic, pivoting in-person workshops to virtual format while maintaining all deliverables
  • Created event specifications that aligned session requirements with space needs and financial parameters, ensuring successful execution
  • Cost optimization: Negotiated packaged deal with Hilton Corporation for dual national conferences, securing substantial discounts across all event categories
  • Renegotiated contracts for Puerto Rico (earthquake) and San Diego (COVID-19) events, safeguarding organizational interests and minimizing financial impact
  • Revenue generation: Launched virtual education platform generating $210K through targeted marketing and contract negotiation of 8 new partnerships
  • Developed team through mentorship and professional growth opportunities, enhancing overall performance

Senior Meetings Manager

National Council of University Research Administrators
11.2015 - 04.2019
  • Managed NCURA's two flagship annual conferences featuring ~300 sessions, budgets of $800K, and up to 1.8K attendees. Led contract negotiations and vendor management for 60 traveling educational workshops.
  • Negotiated back-to-back conference contracts, achieving significant cost savings that optimized budget allocation for future events
  • Historic conference execution: Produced NCURA's first Las Vegas conferences, achieving record-breaking attendance
  • Developed comprehensive RFPs for vendor selection and negotiated contracts averaging $29K per workshop to enhance workshop quality and value
  • Collaborated with Professional Development Committee to ensure event programming aligned with organizational goals, driving attendee engagement and satisfaction
  • Marketing campaign success: Generated $300K+ in workshop bookings through strategic email marketing initiative
  • International expansion: Secured organization's first international convention center contract in Puerto Rico, across 5 hotels

Meetings Manager

National Council of University Research Administrators
12.2012 - 11.2015
  • Led National Conference Program Committee, coordinating volunteers, developing topics, and assigning rooms to enhance program quality and attendee experience.
  • Supervised 3-person coordinator team, managing hotel contracts, vendor negotiations, and VIP relations for national conferences and educational programs to ensure successful event execution.
  • Negotiated F&B, AV, and accommodation pricing, fostering positive vendor relationships to secure advantageous terms for events.
  • Managed room blocks of 350-1K rooms plus 150 VIP/staff rooms for national conferences
  • Reviewed hotel proposals, approved contracts, and ensured budget compliance
  • Technical planning: Determined AV requirements and managed proposals for 200+ concurrent sessions across dual conferences
  • Conducted bill reconciliation and dispute resolution to protect organizational budgets

Senior Meetings Coordinator

National Council of University Research Administrators
01.2011 - 12.2012
  • Career Progression: Meetings Coordinator (Aug 2009-Jan 2011) | Meetings Assistant (Mar 2008-Aug 2009). Promoted through three positions for demonstrated expertise in vendor management, event logistics, and stakeholder relations.
  • Managed 3 pre-conference workshops, coordinating 30+ presenters, 35+ sessions, and engaging 300+ attendees to enhance participant experience
  • Coordinated 20+ educational events across US, overseeing logistics from BEOs to bill reconciliation, ensuring smooth execution for up to 250 participants
  • Executed onsite registration for 3 national conferences, serving 400-1.9K attendees, streamlining check-in process to improve attendee satisfaction
  • Built university partnerships that drove repeat bookings and expanded program offerings

Education

Bachelor of Science - Tourism & Recreation Management

Niagara University
Niagara University, NY

Skills

  • Event Planning & Execution
  • Event management
  • Event coordination
  • Logistics management
  • On-site execution
  • Venue selection
  • Attendee management
  • Registration management
  • Event technology
  • Vendor Relations
  • Contract Negotiation
  • Budget Management
  • Team Leadership
  • Team supervision
  • Event team management
  • Stakeholder Communication
  • Logistics management
  • Client relationship management
  • Strategic planning
  • Detail orientation
  • Deadline management
  • Problem solving
  • Effective communication
  • Feedback collection
  • Virtual meetings
  • Logistics Coordination
  • Entertainment coordination
  • Health regulations
  • Supplier coordination & management
  • Logistics management
  • Team leadership
  • Stakeholder relations
  • Strategic planning
  • Detail orientation
  • Email marketing

Websites

Technical Proficiencies

Basecamp, Microsoft Teams, CVENT, Clear Vantage, Passkey, Higher Logic, Constant Contact, Canva, SurveyMonkey, Zoom, GoToMeeting, Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)

Timeline

Senior Meetings & Events Manager

Infinix Global Meetings & Events
01.2022 - Current

Director of Meetings & Conferences

National Council of University Research Administrators
04.2019 - 12.2021

Senior Meetings Manager

National Council of University Research Administrators
11.2015 - 04.2019

Meetings Manager

National Council of University Research Administrators
12.2012 - 11.2015

Senior Meetings Coordinator

National Council of University Research Administrators
01.2011 - 12.2012

Bachelor of Science - Tourism & Recreation Management

Niagara University

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STEPHANIE M. STEWART