Position Overview
Executive Event & Meeting Management – Job Description (JLL)
The Executive is responsible for all aspects of the planning and execution of internal meetings and events including reservations, room setup, catering, rentals etc. This position will provide on-site meeting support and assists with off-site events as necessary. The Executive will oversee the overall client relationship, managing expectations and ensuring seamless operations of the on-site conferences, meetings and events. He is responsible for ensuring the team delivers exceptional client experiences every day through proactive communication and high touch hospitality focused service. The role is Client facing, and the must be able to exhibit exceptional customer service and communication skills.
Reporting Structure
Reports to the Asst. Facility Manager or Account Manager within JLL's corporate client services team. Serves as JLL's representative on-site while collaborating closely with the client's workplace experience, facilities, and administrative teams. Maintains regular communication with JLL leadership regarding operational performance, client satisfaction, and service delivery metrics.
Key Responsibilities
- Establishes strong relationships with the client's business units to build trust, understand their needs and consistently exceed client expectations for on-site meetings & events.
- Demonstrated expertise in managing high profile meetings and events with senior executive participation including detailed project planning and support.
- Consult with concerned event POC clients to determine event needs such as space, physical set-up, AV and technical requirements, catering and event support.
- Oversee and coordinate with POC including a comprehensive meeting calendar. Ensures disciplined planning of recurring meetings, ensuring executive availability and resource allocation.
- Consistently deliver high standards of care during events, exceed client expectations and anticipate needs.
- Facilitates customer experience training, induction, on-boarding and ongoing training programs for employees.
- Source vendors create accurate and detailed RFPs for services (as needed) evaluate proposals and make recommendations to leadership on rooms that will accommodate specific program needs.
- Develops playbooks, tools and lead programs which improve the client experience, efficiency and effectiveness of service delivery, performance, quality, safety and risk.
- Coordinate feedback from business line stakeholders and client attendees to integrate into continuous improvement effort.
- Engages in a culture of continuous improvement and innovation by leveraging business intelligence, adopting and participating in the development of best practices, new tools and other ideas that provide service delivery efficiencies.
- Manage vendor relationships and contracts to leverage maximum financial benefit for the client and ensure timely payment to vendors.
- Prepare & maintain the reports such as event trackers, supporting documentation, and other relevant functional reports which indicates the work performances.
- Assist with off-site meetings and events, as required
Qualifications Required
- Preferred Bachelor's degree or equivalent work experience
- 3-5 years of experience in event planning, project management, hospitality, or related field with direct supervisory experience.
- Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records.
- Requires the ability to be flexible and balance competing priorities
- Remains calm under pressure and resolves problems efficiently and quickly
- Requires the willingness and ability to modify schedule to provide support to client's events and meetings
- Excellent written and verbal communication skills with a variety of individuals, including executive and support level client contacts
- Proven leadership skills with the ability to manage multiple priorities and deliver results in a fast-paced environment.
- Track record of initiative, integrity and good judgement.
- Professional demeanor and appearance, treating others with respect and consideration
- Highly collaborative with strong interpersonal skills.
- Proficient skills in Microsoft Office Suit
Work Schedule
This is an on-site position located at the client's facilities with office hours typically would 48 hours per a week. Schedule shift timings may vary based on client's requirements. Certain paid leaves will be provided from JLL depends on individual role.
