Meeting Planner

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Job Description

The key focus of the Event Manager role is in delivering quality meeting and execution services as part of an end-to-end management solution for both the strategic meetings program and event by event programs.

Supporting to the overall program success, the Event Manager is also responsible for contributing to the operational process design, ongoing process management and optimization as well as maintaining senior stakeholder engagement for overall program performance.

Responsibilities:

Strategic Meetings Management Program Support

• Working with client local stakeholders to integrate global process mandates and requirements into locally achievable and beneficial processes
• Map and identify complimentary and contradictory processes in existing and future process maps from a local market perspective
• Integrate and connect all aspects of process from approvals, routing, technology, payments, compliance and reporting in addition to operational service excellence
• Working with operations teams to translate agreed process into SOP’s
• Drive internal and external team engagement, education and training to ensure maximum understanding, adherence and returns on identified process and SOP’s
• Document and track SOP’s and KPI adherence throughout the program management
• Consistently look for opportunities to enhance and optimize the program’s effectiveness and efficiency
• Manage all internal and external relationships with key stakeholders at a local market level
• Represent local perspectives on the global team to ensure alignment on program objects and deliverables.
  
  

Operational Delivery

• Ongoing key operational client contact – act as the key client contact for program including proposal creation and presentation, contracting, regular WIP reviews, ongoing engagement and escalation as needed
• Ongoing Leadership and Management of support teams and/or coordinator(s) to delivery best results
• Source, Negotiate, Contract and Manage all vendors / suppliers for the meeting on clients’ behalf and ensuring quality services at efficient rates.
• Create and Manage critical path for event(s) including key dates internally and externally
• Create, design and manage all aspects of the program (food and beverage, activities, transport, theming etc)
• Attendee Management and associated aspects (initiations, itineraries, rooming lists, special needs, dietary requirements, attendee communications etc)
• Coordinate, or manage, the air ticketing team for the event for seamless operations and client facing engagement
• Facilitate all supplier payments including regular reporting on fund movements
• Create and Manage the initial, negotiated, working and final budgets throughout the program in an accurate and timely manner
• Proactive management of event, and account, profitability
• Full financial reconciliation post event within defined SLA parameters
• Meet all deliverables and SLA’s, both internally and externally
• Understand and be compliant with all American Express policies
  
  

The Candidate:

The ideal candidate will be an expert in Event Management Operations and would be looking to improve the level of account management in their experience portfolio. This candidate is a driven individual who thrives on providing excellent service to clients and exceeding internal and external expectations. They have outstanding administration and time management skills and work in an efficient and practical manner.

This candidate is passionate about the meetings industry and has the ability to have fun while always delivering their events with a smile.

Requirements - Mandatory:

• Minimum of 2 years proven event management experience
• Proven understanding of Strategic Meetings Management and the key components of a program
• Must be proficient in Microsoft software including word, excel and powerpoint applications
• Proficient in Events Software, i.e. EventsPro, Starcite, Cvent or similar
• Ability to work within budgetary parameters, meeting critical deadlines, and handle multiple projects simultaneously.
• Excellent communication skills, written, oral and interpersonal are essential with ability and present and engage at a senior stakeholder level
• Ability to work with the corporate clients to develop programs, including destination selection, site inspections, negotiations, costing and onsite management through final billing.
• Candidate should be flexible, detail oriented and able to work under pressure.
• Comfortable working both independently and as part of a team
• Estimated travel – approximately 20%
  
  

Requirements - Preferred:

• Advanced diploma or university degree in hospitality, tourism, marketing or a related field.
• Knowledge / Experience in Group Air, Transient Ticketing considered an advantage
• Understanding of Strategic Meetings Management programs and principals
• Understanding of the pharmaceutical industry considered an advantage
  
  

Location

Taiwan - Taipei City - Taipei

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