Mobility Meetings & Events Analyst (Ref 25921)

Responsibilities

. Provide guidance on 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 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

. 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.

Shortlisted candidates will be offered a 6 months Agency Contract employment

Licence no: 12C6060