Job Description

JOB SUMMARY

The Meeting & Events Planner leads successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team.

In this role, you will be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, transportation, and other event attendee services.

The Meeting & Events Planner manages the master events calendar, confirms event requirements, and ensures operations stakeholders fully understand requirements through management of communication channels, briefing, and planning meetings.

This role is located at our client\'s site in Fremont, CA with occasional regional commute to other campuses within the Bay Area.

DUTIES & RESPONSIBILITIES

\xc2\xb7 Serve as primary point of contact for high profile and/or large engagements.

\xc2\xb7 Accountable to develop and communicate end-to-end complex event plans to ensure flawless execution of meetings and events. Exercises sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.

\xc2\xb7 Manage complex master meeting and events calendar for medium to large sized event space. Communicates events schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.

\xc2\xb7 Respond to event requests through the Internal Event Tool within the designated SLA, making sure that metrics are met.

\xc2\xb7 Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensure understanding of details of event between host and service delivery team and post event reporting and reconciliation.

\xc2\xb7 This includes but is not limited to: problem-solving issues that arise, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and communicating/collaborating with tear-down team.

\xc2\xb7 Manage each event as a project from planning through execution. Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. This includes creating and managing detailed event planning timelines, ensuring deadlines are met on time and with high quality, creatively troubleshoot issues, ensure effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.

\xc2\xb7 Responsible for building and maintaining work relationships with internal clients in a timely and professional manner. Participates and/or leads planning calls, representing the site and ensuring all event aspects are in accordance with building safety and security regulations.

\xc2\xb7 Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on-site logistics including managing vendors ensuring a certificate of insurance is on file, load in and set up is on time and in adherence to building/site policies, and is a point of escalation should an issue arise.

\xc2\xb7 Capture post-event reporting and suggests recommendations for continuous improvement and process efficiencies.

\xc2\xb7 Support and provides informal guidance to junior members of the team.

\xc2\xb7 May support with budget creation for events and accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.

\xc2\xb7 Perform other duties as assigned.

QUALIFICATIONS

Bachelor\'s Degree in Business, Marketing, Public Relations, Communications or related discipline from a 4-year college or university, and a minimum of 2 years of relevant experience and/or training; or equivalent combination of education and experience (equivalent work experience = 2 years experience for every year of higher level education).

Experience in corporate or conference center management preferred.

Certified Meeting Professional (CMP) preferred.

Ability to comprehend and interpret instructions, short correspondence, and customer requests and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

Comfortable meeting and engaging with new people.

Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

Utilize a high level of attention to detail as well as strong interpersonal skills.

Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

Requires advanced knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and commissions. Conducts advanced financial analysis.

Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires advanced analytical and quantitative skills.

Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, and communications.

Ability to work in multiple software platforms and learn and retain technical software applications quickly.

Good organizational skills. Must work well under pressure with multiple deadlines and demonstrate a proactive approach to routine and non-routine occurrences.

Ability to work flexible work schedules based on business need.

May need to be physically able to lift and move, boxes or operate a two-wheel dolly and able to lift 30 lbs.

Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 35 lbs. and occasionally lift/move up to 50 lbs.

SCOPE OF RESPONSIBILITY

Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

SAFETY

Responsible for personal safety and the safety of those who are affected by your work. This includes but is not limited to:

• Complete at a satisfactory level all required and assigned HSE training.
• Follow all activity policies and procedures, including all HSE related requirements at all times.
• Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
• Report any condition which you feel could result in an accident or injury and / or stop work if required.

CBRE carefully considers multiple factors to determine compensation, including a candidate\'s education, training, and experience. The minimum salary for the Events Planner position is $90,000 annually and the maximum salary for the Events Planner position is $97,400 annually. The compensation that is offered to a successful candidate will depend on the candidate\'s skills, qualifications, and experience. The compensation that is offered to a successful candidate will depend on the candidate\'s skills, qualifications, and experience. Successful candidates will also be eligible for a discretionary bonus based on CBRE\'s applicable benefit program.

CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law. We also provide reasonable accommodations, as needed, throughout the job application process. If you have a disability that inhibits your ability to apply for a position through our online application process, you may contact us via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).

NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.

Host

Host is a service line of CBRE, the world\'s largest commercial real estate organization. Our mission is to increase individual well-being, personal productivity and organizational effectiveness through people-led, technology-enabled services. Put simply: our goal is to help people work smarter and delight in doing it.

Our experience offering connects employees to their environments - via technology, amenities, and communities that matter the most. Host\'s scalable product suite includes concierge-quality services provided by talented CBRE \xe2\x80\x9chosts\xe2\x80\x9d; world-class customer service training and certification; and a powerful, enterprise-grade technology platform.

The platform, which can be tailored to specific client requirements, features a robust mobile experience that allows users to navigate the workplace, schedule meetings with colleagues, reserve workspaces, use food and beverage services, and access building and concierge services.

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