We believe your office should allow you to feel comfortable, productive and inspired in your working life. Because when people feel inspired, great things happen.
As the heart of the workplace, you will help foster a sense of community by putting the well-being of others at the forefront. As you collaborate with colleagues to create a culture of support, you will have countless opportunities to inspire moments of delight and pursue amazing outcomes each day.
With Host, you can join a team that elevates the office experience by delivering world-class services that make coming to work better than it's ever been.
The Lead Meeting & Events Planner will lead 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 and serve as a peer coach for fellow Planners. In this role you would 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. Meeting & Events Planners will manage the master events calendar for our Silicon Valley technology client who has a strong commitment to creating memorable events for their employees, clients and community. Additionally, in this role you would confirm event requirements and ensure operations stakeholders fully understand requirements through management of communication channels, briefing and planning meetings, and confirming day-of event logistics.
Provides guidance and support to peer Meeting and Events Planners, and junior members of the meeting and events operations team.
Serves as primary point of contact for high profile and/or larger engagements. Accountable to develop and communicate end to end complex event plans to ensure flawless execution of meetings and events. Exercises 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.
Manage complex master meeting and events calendar for medium to large sized event space. Communicate events schedule with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.
Responsible for pre-event planning, greeting event hosts upon arrival, introduce service delivery teams to client, answer questions, ensure details of event understanding between host and service delivery team and post event reporting and reconciliation.
This includes but is not limited to: sourcing/selecting/recommending vendors for catering, decor, entertainment, giveaways, etc., supporting event communication and marketing plan as directed by event client and management, problem-solving issues that arise, welcoming guests, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, and managing tear-down.
Manages 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, ensure effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.
Responsible for building and maintaining working relationships with internal and external clients in a timely and professional manner. Participates and/or leads planning calls and represents the site and ensures all event aspects are in accordance with building safety and security regulations.
Coordinates with partners as well as with outside vendors and event professionals to manage to client expectations on time and with high quality. Creates and distributes banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floorplans for set-up, event flow, and event strike details.
Responsible for ensuring food and beverage management, including menu planning, is appropriately planned. Consults with the client and making recommendations based on audience, theme and budget, catering ordering, sourcing and selecting outside catering provider as needed. Partners with event hosts to recommend and source decor, entertainment, gifts/giveaways, transportation, security, signage, and any other special needs as indicated by event client.
Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Checks in with the team and client on the day of the event to ensure thorough communication; responsible for onsite 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.
Captures post-event reporting and reconciliation, and suggest recommendations for continuous improvement and cost / process efficiencies.
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.
Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Bachelor's Degree in Business, Marketing, Public Relations, Communications or related discipline from a 4-year college or university, and a minimum of 5+ 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).
At least 2+ years of prior event coordination preferred. Experience in corporate or conference center management preferred.
CERTIFICATES and/or LICENSES
Certified Meeting Professional (CMP) preferred.
Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.
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.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite. Ability to read and understand architectural drawings. Knowledge in MS Project, leases, contracts, and construction practices.
SCOPE OF RESPONSIBILITY
Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting work unit and/or project deadlines. Errors in judgment may cause short-term impact to department.
Internal Number: 20026987
With broader and deeper capabilities than any other company, CBRE is the leading full-service real estate services and investment organization in the world.
CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2017 revenues of $14.2 billion and more than 80,000 employees (excluding affiliate offices). CBRE has been included in the Fortune 500 since 2008, ranking #214 in 2017. It also has been voted the industry’s top brand by the Lipsey Company for 17 consecutive years, and has been named one of Fortune’s “Most Admired Companies” in the real estate sector for six years in a row. Its shares trade on the New York Stock Exchange under the symbol “CBRE.”
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