Event Planner recruitment
The Event Planner is an experienced professional with the ability to manage administration and logistics in a busy meetings and event environment. The Event Planner will assist with the coordination of up to 20 events per year. S/he must be able to anticipate project needs, prioritize work, meet deadlines with little supervision, and be willing to work evenings and weekends as necessary. The Event Planner provides outstanding client service, is an enthusiastic professional and is able to build relationships with internal and external clients and vendors.
Area of Responsibility
Key Activities/Elements
Event Planning Production
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.).
-Aggressively gather information on each project to achieve quality event productions.
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
- Create and revise room layouts for each event.
- Propose new ideas to improve the event planning and implementation process.
- Serve as liaison with vendors on event-related matters.
- Assist with managing on-site production and clean up for events as necessary.
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
- Close out all events as required.
Event Administration
- Assist with preparing budgets and provide periodic progress reports to clients for each project.
- Keep track of event finances, including invoicing and monthly management reporting
- Prepare and modify event contracts as requested
-Education level and/or relevant experience(s)
-3-5 years relevant experience
-Minimum of three years corporate Event Planning experience preferred
-Knowledge and skills (general and technical)
-Excellent communication skills; including written and verbal and proofreading skills
-Proficient PC skills (Word, Excel, PowerPoint, Access, Mail Merge, Email Internet Research)
-Excellent client service negotiation skills
-Ability to multi-task; managing multiple projects and work assignments, all with great attention to detail
-Strong interpersonal skills both in person and over the phone with the highest level of professionalism
-Team player but also able to work independently with little supervision
-Energetic and positive attitude
-Available to work overtime when necessary
-Other requirements (licenses, certifications, specialized training, physical or mental abilities required)
-Japanese English highly preferred
-Previous event planning in global corporate environment with strong knowledge of local venues vendors
-Ability to travel