Events Planner

CBRE 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.

Global 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.

Responsible 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.

The role will be based in central London with expected travel across London, UK, and internationally. The frequency required for travel will be 25 – 50%.

Purpose Of the Job

To provide an exceptional Event process and experience, on behalf of the Gates Foundation and their delegates.

The 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.

Key Responsibilities

• Manage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 5-300.
• Advise clients on site search results and makes thoughtful recommendations based on client’s needs.
• Review 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.
• Manage 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.
• Must 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.
• Regularly research and maintain a written resource of local and relevant event industry happenings, such as gallery openings, new venues, or offsite dinner locations for foundation events.
• Illustrate 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.
• Learn EMS software (Event Management System) and regularly updates EMS with current event information.
• Report to CBRE and Gates management and members of client event team on a regular basis to discuss project progress, challenges and solutions.
• Maintain clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures.
• Share experiences, challenges, and solutions to benefit other team members.
• Treat all proprietary information as confidential.
• Participate in the weekly client Events Team Meetings and attends other training sessions as required.
• Represent the client’s stewardship and values in all tasks.
• Follow established policies and procedures for appearance, timeliness, and safety.
• Utilize 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.
• Use Excel and Word efficiently for reports.
• Speak in company and client meetings.
• Maintain a familiarity with event department resources (Manuals, SharePoint, etc.).
• Ensure appropriate coverage during any times out of the office.
• Effectively perform work assigned in a timely, customer-centric, and accurate manner.
• Supervise client communication and meeting management, including communicating with several internal clients on a regular basis.
• Perform other duties as assigned.

Accountabilities

• Accountability for the Events process.
• Accountable to the day-to-day relevant client contacts.
• Indirectly responsible and directly accountable for all CBRE subcontractors providing services for Events.

Person Specification

Training

• Candidates must be able to demonstrate a career showing continuous personal development within the Events field or a comparable alternative.

Experience

• High level Event Management experience required.
• Bachelor's Degree from a four-year institution is preferred.
• Managerial experience in FM/ Events is essential preferred.
• Strong organizational and time management skills.
• High level of attention to detail.
• Strong verbal and written communication skills.
• Excellent personal presentation.
• Able to prioritise accordingly.
• Flexible in handling a variety of tasks.
• Complaint handling - able to resolve problems as they arise in an appropriate manner.
• Administrative skills: word, power point, excel, outlook are desirable.
• Minimum of 2-year experience in corporate or 4 – 5-star hotel/hospitality or comparable work experience.

Aptitudes

• Excellent verbal and written communication skills.
• The individual must be willing to be present at Events, which may occur outside of usual business hours.
• Microsoft Office suite program experience preferred (Outlook, Word, OneNote, Teams, etc.).
• Exceptional attention to detail.
• Demonstrate strong verbal and written communication, presentation skills and quantitative abilities.
• Ability to effectively prioritise workload on multiple projects & events simultaneously.
• Accept changes with short notice and tolerate frequent interruptions.
• Successfully performs in high stress, fast-paced environment.
• Display strong critical thinking, organizational, and analytical capabilities.
• Works cooperatively with other employees, vendors, and clients.
• Ability to read, edit, customize, and manipulate data and reports.
• Portray professional presence through superior communication, presentation, promptness, and appearance.

Character

• Excellent motivational and influencing skills, with high levels of personal integrity.
• Has vision, and able to communicate this effectively. A role model for customer service excellence.
• Analytical.
• Creative.
• Strong customer service and client liaison skills.
• Able to contribute effectively across all business activities, taking into account operational impacts of the Events to the FM service and vice versa.
• Politically astute, with high emotional intelligence. Understanding that various delegates may attend the Gates Foundation events.
• Incumbents must have a high level of energy, be self-starters, confident and stable in manner.
• Organised, able to prioritise and deliver within high pressure, business critical environments.

Circumstances

• Incumbents will be required to travel frequently to support operational delivery, and participate in training and business review. Some overnight stays may be needed where required.