Events Planner

Company Profile\\n\\nCBRE is the global leader in real estate services and leverages the industry's most powerful knowledge base to meet the commercial real estate needs of its clients worldwide. Our vision is to be the preeminent, vertically integrated, globally capable real estate service firm. Globally we employ over 130,000 employees and operate in 100+ countries.\\n\\nGlobal Workplace Solutions (GWS) is a division of CBRE uniquely positioned to provide a complete set of services to corporate occupiers of commercial real estate across EMEA.

GWS is redefining ‘workplace’ because we believe every place of work can become a competitive advantage for our clients. Productivity, reliability, engagement, quality, brand — the workplace contributes to business results, whether it’s an office, an Event site, a laboratory, a data centre, a manufacturing environment or a virtual location.\\n\\nJob Title: Events Lead OFFSITE\\n\\nCBRE Global Workplace Solutions, leading global provider of integrated facilities and corporate real estate management, are recruiting an Events Lead, based in London at the client’s flagship Europe and Middle East Office (EMEO).\\n\\nResponsible for the co-ordination of offsite meetings and events, you will be responsible for producing the highest standards for high profile and important events, ensuring accuracy and attention to detail is equally maintained across all functions. This is a highly responsible position.

The ability to manage multiple events and tasks is key to the success of this role and a 7* experience mindset is essential.\\n\\nThe role will be based in central London with expected travel across London, UK, and internationally. The frequency required for travel will be 25 – 50%.\\n\\nPurpose Of the Job\\n\\nTo provide an exceptional Event process and experience, on behalf of the Gates Foundation and their delegates.\\n\\nThe OFFSITE EVENT PLANNER serves as a planner for multiple onsite and offsite convenings and meetings (typically ranging in size from 5 to 300 people), managing all aspects of coordination without regular supervision. This position will work independently and be onsite full-time at our client offices.\\n\\nTravel: 25 – 50% (National and International)\\n\\nBase Location: London, United Kingdom\\n\\nKey Responsibilities\\n\\nManage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 5-300\\n\\nAdvise clients on site search results and makes thoughtful recommendations based on client’s needs\\n\\nReview and negotiate contracts on behalf of client such as hotel room block contracts, restaurant contracts, and local venue contracts in conjunction with BMGF events team, or independently, depending on size of meeting\\n\\nManage project documents for larger convenings such as client meeting documents, contracts for venues (ex.

restaurant, hotels), budget templates, BEOs, space plan/venue documents, timelines, and transportation plans\\n\\nMust be proficient in negotiations and establish good relations with vendors and works with vendors in securing needed materials on time, within budget and meeting requested specifications\\n\\nRegularly research and maintain a written resource of local and relevant event industry happenings, such a gallery openings, new venues, or offsite dinner locations for foundation events\\n\\nIllustrate an understanding of international meeting coordination including succinct communication skills, international-used meeting terms, and ability to convey all event logistics with contacts who may have limited skills in the English language\\n\\nLearn EMS software (Event Management System) and regularly updates EMS with current event information\\n\\nReport to CBRE and Gates management and members of client event team on a regular basis to discuss project progress, challenges and solutions\\n\\nMaintain clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures\\n\\nShare experiences, challenges, and solutions to benefit other team members\\n\\nTreat all proprietary information as confidential\\n\\nParticipate in the weekly client Events Team Meetings and attends other training sessions as required\\n\\nRepresent the client’s stewardship and values in all tasks\\n\\nFollow established policies and procedures for appearance, timeliness, and safety\\n\\nUtilize internal system for reconciling event-related charges; responsible for allocation of all charges and liaising with internal analyst on departmental charge-backs and tracking Ensure seamless coordination with internal and external event team by providing written, verbal and graphical status reports\\n\\nUse Excel and Word efficiently for reports\\n\\nSpeak in company and client meetings\\n\\nMaintain a familiarity with event department resources (Manuals, SharePoint, etc.)\\n\\nEnsure appropriate coverage during any times out of the office\\n\\nEffectively perform work assigned in a timely, customer-centric, and accurate manner\\n\\nSupervise client communication and meeting management, including communicating with several internal clients on a regular basis\\n\\nPerform other duties as assigned\\n\\nAccountabilities\\n\\nAccountability for the Events process\\n\\nAccountable to the day-to-day relevant client contacts.\\n\\nIndirectly responsible and directly accountable for all CBRE subcontractors providing services for Events\\n\\nPerson Specification\\n\\nTraining\\n\\nCandidates must be able to demonstrate a career showing continuous personal development within the Events field or a comparable alternative.\\n\\nExperience\\n\\nExperience\\n\\nHigh level Event Management experience required.\\n\\nBachelor's Degree from a four-year institution is preferred.\\n\\nManagerial experience in FM/ Events is essential preferred.\\n\\nStrong organizational and time management skills\\n\\nHigh level of attention to detail\\n\\nStrong verbal and written communication skills\\n\\nExcellent personal presentation\\n\\nAble to priorities accordingly\\n\\nFlexible in handling a variety of tasks\\n\\nComplaint handling – able to resolve problems as they arise in an appropriate manner\\n\\nAdministrative skills: word, power point, excel, outlook are desirable\\n\\nMinimum of 2-year experience in corporate or 4 – 5-star hotel/hospitality or comparable work experience.\\n\\nAptitudes\\n\\nExcellent verbal and written communication skills.\\n\\nThe individual must be willing to be present at Events, which may occur outside of usual business hours\\n\\nMicrosoft Office suite program experience preferred (Outlook, Word, OneNote, Teams, etc.)\\n\\nExceptional attention to detail\\n\\nDemonstrate strong verbal and written communication, presentation skills and quantitative abilities.\\n\\nAbility to effectively prioritize workload on multiple projects & events simultaneously\\n\\nAccept changes with short notice and tolerate frequent interruptions\\n\\nSuccessfully performs in high stress, fast-paced environment\\n\\nDisplay strong critical thinking, organizational, and analytical capabilities.\\n\\nWorks cooperatively with other employees, vendors, and clients\\n\\nAbility to read, edit, customize, and manipulate data and reports\\n\\nPortray professional presence through superior communication, presentation, promptness, and appearance.\\n\\nCharacter\\n\\nExcellent motivational and influencing skills, with high levels of personal integrity.\\n\\nHas vision, and able to communicate this effectively. A role model for customer service excellence.\\n\\nAnalytical.\\n\\nCreative.\\n\\nStrong customer service and client liaison skills\\n\\nAble to contribute effectively across all business activities, taking into account operational impacts of the Events to the FM service and vice versa\\n\\nPolitically astute, with high emotional intelligence. Understanding that various delegates may attend the Gates Foundation events.\\n\\nIncumbents must have a high level of energy, be self- starters, confident and stable in manner.\\n\\nOrganised, able to prioritise and deliver within high pressure, business critical environments.\\n\\nCircumstances\\n\\nIncumbents will be required to travel frequently to support operational delivery, and participate in training\\n\\nand business review.

Some overnight stays may be needed where required