Travel & Expense, Meetings & Events Manager
At Qualtrics, we create software the world’s best brands use to deliver exceptional frontline experiences, build high-performing teams, and design products people love. But we are more than a platform—we are the creators and stewards of the Experience Management category serving over 18K clients globally. Building a category takes grit, determination, and a disdain for convention—but most of all it requires close-knit, high-functioning teams with an unwavering dedication to serving our customers.When you join one of our teams, you’ll be part of a nimble group that’s empowered to set aggressive goals and move fast to achieve them. Strategic risks are encouraged and complex problems are solved together, by passing the mic and iterating until the best solution comes to light. You won’t have to look to find growth opportunities—ready or not, they’ll find you. From retail to government to healthcare, we’re on a mission to bring humanity, connection, and empathy back to business. Join over 6,000 people across the globe who think that’s work worth doing.
Travel & Expense, Meetings & Events Manager
Why We Have This Role
The Qualtrics Procurement team has recently embarked on an extensive transformation of our Procurement operating model with a focus on implementing industry best practices and optimizing third party spend. As the Global Category Lead – Travel & Expense Management, Meetings & Events you will continuously be identifying and acting on opportunities to positively influence the company’s buying behaviors around travel and events. Whether it’s through the development of comprehensive category strategies to optimize sourcing decisions, or through frictionless execution of travel and expense processes to maximize user experience – you will operate with an outcome-driven mindset to deliver value to Qualtrics. In this role, you will be responsible for the strategic management of all travel, expense, internal meetings and event related spend at Qualtrics as well as the day-to-day management of the Qualtrics travel program.
How You’ll Find Success
- Demonstrating in-depth knowledge of procurement best practices through consistent application across the full portfolio of spend
- Introducing new and more efficient ways of operating
- Identifying and meeting local and regional requirements while implementing global standards
- Operating as a team player with executives, effectively collaborating with business units and functional partners (i.e., IT, finance, HR, legal)
- Listening to and appropriately addressing stakeholder feedback regarding user experience and overall program operations
- Leveraging strong influencing skills to hold leaders from across Qualtrics accountable for compliance with standards, and escalating non-compliance when needed
- Leveraging travel, expense and meetings data through systems made available to you (e.g. Corporate Booking Tool, Expense Platform) to identify and implement data-driven changes, decisions and improvements
- Demonstrating strong leadership with the ability to create an environment where teams are inspired, encouraged and motivated
How You’ll Grow
- Lead with Influence: Develop your leadership skills, inspiring and motivating teams to achieve exceptional results.
- Expand Your Horizons: Gain exposure to diverse work cultures and global business practices.
- Become a Strategic Partner: Build strong relationships with senior leadership and contribute to Qualtrics' overall success.
- Make a Lasting Impact: Leave a legacy of positive change, shaping the future of work for Qualtrics employees worldwide.
- Build and implement annual category plans to drive the strategic management of all travel and event related spend at Qualtrics
- Develop relationships with senior Qualtrics business stakeholders to maximize buy-in and drive awareness of strategic category initiatives
- Leverage competitive commercial approaches whenever possible to optimize savings and business value
- Negotiate contracts and other commercial terms directly with suppliers, in collaboration with Legal
- Ensure timely and accurate documentation of savings, in accordance with FP&A guidelines
- Manage relationships with travel management company and other strategic category suppliers
- Monitor supplier and traveler KPIs and facilitate remediation of any notable or recurring performance issues
- Perform required contract management activities, including processing amendments, monitoring expiration dates, updating supporting documentation, etc.
- Conduct regular spend analysis to identify trends and opportunities by category, subcategory, business unit and geography, or as required
- Leverage internal and external resources to stay apprised of relevant industry and category trends
- Lead the development and stewardship of Qualtrics’ travel and expense policies and program
- Provide strategic recommendations to strengthen the program and further reduce total cost
- Partner with Procurement Data & Infrastructure leader to optimize program technology footprint
- Implement processes and reporting to drive policy compliance and partner with business stakeholders as required to address recurring noncompliance
- Manage communications and change management related to program enhancements, policy changes, non-compliance, etc.
- Work closely with Shared Services team to ensure T&E auditing and other program support is delivered in line with agreed processes and SLAs
- Measure and benchmark program performance to identify further opportunities for improvement
- Assist employees with travel-related issues or concerns
- Advise travelers of / assist with any need for specialized travel documents such as visas or passports
- 9+ years Travel Management/Procurement experience
- Proficiency in travel and expense-related systems (e.g. Spotnana, Concur)
- Experience with the design and implementation of corporate travel programs or continuous improvement initiatives
- Demonstrated success in complex project management, including stakeholder engagement and change management
- Experience developing and operationalizing global category strategies for airfare, hotels, rental car or ride share programs or other relevant travel categories
- Proven track record of achieving travel category savings via sourcing, demand management and / or policy compliance
- Advanced negotiating skills
- Previous experience in a technology or software company
- Bachelor’s degree a must, MBA, JD or advanced degree in procurement related field a plus
- CFO & Finance leadership team are highly invested in making finance build a strong team culture
- Abundant learning opportunities - the leadership team prioritizes continual learning
- Generous 401(k) Match
- Amazing Q-Group Communities; MOSAIQ, Green Team, Qualtrics Pride, Q&Able, Qualtrics Salute, and Women’s Leadership Development, which exist as places for support, allyship, and advocacy
- $1800 Experience bonus to be used for an “Experience” of your choosing
- Wellness Reimbursement for $300 per quarter for wellness activities including gym memberships, spa massages, workout equipment, meditation apps, and much more