This is a 6-months contract assigned to our client
Budget : Up to S$4500
Contract : 6 months
The Singapore Meetings & Events team manages over 130 events per year, for employees of the company, held at external venues, which range from training events for 10 people up to the annual office-wide events for over 700 people.
The events include small dinners, lunch bookings in exclusive private dining rooms, training sessions, office wide meetings, office wide cocktail events, community BBQ’s, graduate functions and many other events.
In this specific role, the Meetings & Events Analyst/Senior Analyst involves taking that original brief from the beginning to seeing the event through to the end (listen to the brief, research, venue sourcing, negotiation, logistics, financial admin, budget planning, communication management, reconciliation & closing of event).
These are detailed below.
• 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
Qualifications and Experience
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.
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