Events and Meeting Associate

W-2 Contract Role

Duration - 6 Months

Location - Irvine, CA 92606

Pay - $30 to $35/hour

Applies professional expertise and judgment to support conference services activities and business outcomes.

Key Responsibilities:

• Executes the completion of day-to-day work of meetings and events activities and logistics for the Irvine campus managed event spaces; Engage with stakeholders (e.g., internal meeting and event planners) on meeting and event needs. Educate and inform stakeholders on space capabilities and current guidelines. Reviews meetings & events set up requirements with cross-functional teams (AV, Catering, etc.), identifies discrepancies and provide solutions on best course of action. Supports large scale meetings by attending discovery sessions, site visits, perform related tasks.
• Generate, revises and distributes reports; updates negotiations tracker and campus event reports. Uploads contracts into enterprise contracts lifecycle management system (ECLM) and monitors approvals and execution of contracts. Onboards new suppliers, creates requisitions/purchase orders in source-to-pay system (e.g., Coupa).
• Contributes to the development of guidelines and procedures for conference services programs. Provides input and assists with development and execution of milestone and change management plans for conference services programs. Communicates status and gathers data to understand project limitations. Participates in process mapping and requirements gathering sessions, training material development, streamlining transitions, and improvement adoption. Maintains intranet sites.
• Assists with the development of communication materials and presents programs to employees (e.g., new initiatives, key program updates) under the guidance of management. Assists in development of communications and implementation strategies for both new and current programs.
• Adheres to all company rules and requirements and takes adequate control measures in preventing injuries to themselves and others as well as for the protection of environment and prevention of pollution under their span of influence/control.
• Incidental: Establish and maintain resources and tools to facilitate consistent, high-quality standards and best-in-class service for employees.

Education and Experience:

• Bachelor's Degree in in related field, 1 Year experience of meetings and events experience or equivalent work experience based on company criteria Required
• Experience working in a regulated industry or equivalent work experience based on company criteria Preferred

Additional Skills:

• Good computer skills in Microsoft Office Suite, including Microsoft Excel, PowerPoint, Word, SharePoint
• Experience with Coupa or other similar source to pay software and working with contract lifecycle management (ECLM) software preferred
• Experience with Cvent or related event management software tool
• Experience using event diagramming and seating tools preferred
• Excellent written and verbal communication skills, and interpersonal relationship skills
• Good understanding and knowledge of principles, theories, and concepts relevant to managing small scale project plans
• Ability to interact professionally with all organizational levels and proactively escalate issues to appropriate levels of management in the organization
• Ability to develop and maintain influential and collaborative relationships at a variety of levels
• Ability to adapt to rapidly changing environment
• Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health & Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.