Mobility Meetings & Events Analyst (AC6)

Job Description:

• Provide guidance on Company policy information to internal clients - Ensuring insurance, legal, health and safety obligations are adhered to for all events
• Provide advisory services to internal clients to assist with cost mitigation - offering alternatives or championing use of Company office where possible for events
• Be the main point of contact with clients and vendors for all events
• Venue sourcing: provide options to internal clients based on their brief & budget
• Create and maintain a budget for each event, seeking approvals where necessary and reconciling costs post event
• Negotiation of rates and terms with suppliers
• Meeting logistics (venue management, caterers, audio visual etc) including drafting run sheets and floorplans
• High volume administration duties
• Process deposits and invoices for all events and coordinate with finance team in China to ensure payments are made on time and allocated correctly.
• Arrange printing and materials for events
• Liaise with internal (Marketing, Finance, Legal etc) and external clients theme-ing providers, AV companies, printing suppliers, etc.)
• Draft & send communications
• RSVP management through online events management tool
• Use Company's internal tools (including new Meetings & Events tool) to manage events
• Follow Company Meeting & Event policies to ensure compliance
• Ability to use Company's registration system for events
• Provide occasional off-site support for functions
• Develop and maintain excellent working relationships with stakeholders and suppliers
• Assist M&E Manager with internal communications ideation and delivery
• Offer and brainstorm solutions to internal issues and assist to streamline program where necessary
• Work with pan-ASEAN team to streamline and baseline current processes to help smooth delivery across the region

Requirements:

Education
. Qualification in a related field (e.g. events management) an advantage

Skills
. Excellent Customer Service skills
. Self-starter, with strong interpersonal, organizational, analytical, and verbal & written communication skills
. Ability to function as a Team Player and maintain a good working relationship, yet think and act independently with professionalism, discretion and confidentiality
. Ability to manage time and meet required deadlines in a fast-paced and dynamic environment
. Ability to exercise tact and diplomacy in all dealings
. Attention to detail
. Extensive event management experience preferred with a Hotel/Catering industry background (Including good planning and operational understanding/skills a necessity)
. Good financial acumen including budget management & understanding of financial reporting
. Strong computer skills and confident and professional phone manner
. Critical thinker with superior issue resolution skills
. 3rd Party Vendor/Partner & Service Quality Management
. Proficiency with standard Microsoft applications (excel, word, exchange) plus job specific tools (Share Point, Cvents etc)
. Multi-tasking skills ability to manage own workload and adjust priorities to work efficiently and meet deadlines, often under compressed time pressure
. Not afraid to roll up sleeves and get involved and take ownership where necessary
. Policy interpretation and implementation
. Stakeholder relationship management
. Project/program management skills preferable, including continuous improvement methodologies
. Experience in a corporate environment preferable
. Good restaurant/venue/supplier knowledge in Singapore
. Strong time management skills
. Ability to adapt to change and use problem solving skills to overcome unexpected things that may arise

Work Experience
. 1 to 3 years in event management experience preferred with a Hotel/Catering industry background (Including good planning and operational understanding/skills a necessity)

Work Requirements
. Light travel, if required.