Meetings & Events Analyst

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 BBQs, 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 (listening to the brief, researching, venue sourcing, negotiation, logistics, financial admin, budget planning, communication management, reconciliation & closing of event).

Responsibilities

• Provide guidance 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.
• Negotiate rates and terms with suppliers.
• Manage meeting logistics (venue management, caterers, audio-visual, etc.) including drafting run sheets and floorplans.
• Perform high volume administration duties.
• Process deposits and invoices for all events and coordinate with the 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 (theming providers, AV companies, printing suppliers, etc.).
• Draft & send communications.
• Manage RSVP through online events management tool.
• Use tools (including new Meetings & Events tool) to manage events.
• Follow company's Meeting & Event policies to ensure compliance.
• Utilize the 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 the program where necessary.
• Work with the 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) is 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.
• 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.
• Experience in a corporate environment preferable.
• Strong time management skills.
• Ability to adapt to change and use problem-solving skills to overcome unexpected issues 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.