Assistant Program Delivery Manager, Meetings & Events

JLL•San Francisco, CA

2d•$79,000 - $114,700•Onsite

About The Position

This position provides supervision and coordination of high-level special events and meetings for our Amazon client in high-profile facilities hosting frequent, high-visibility events. In this role you will manage event team members and manage functional supervision of event support staff including set-up crews and third-party vendors while coordinating and executing sophisticated events in specialty spaces. The role establishes process and procedures that define event support in high-profile areas and contributes to JLL's business objectives by delivering exceptional event experiences that enhance client satisfaction, support business operations, and maintain JLL's reputation for excellence in corporate real estate services through seamless event management and team leadership.

Requirements

Bachelor's degree or equivalent
4+ years of relevant experience in event coordination, event planning, facilities management or event administrative support
Strong project management and organizational capabilities
Demonstrated ability to manage multiple stakeholders and competing priorities in a fast-paced environment
Proven vendor management and coordination skills
Experience with budget management and financial tracking
Knowledge of procurement policies, compliance requirements, and COI processes
Experience working in matrixed or dotted-line reporting environments preferred
Advanced Microsoft Office proficiency (Word, Excel, Outlook) required
Exceptional written and verbal communication skills with strong grammar and proofreading abilities
Interact with employees, visitors, contractors, and senior leadership with poise and professionalism
Positive, professional, service-focused personality and demeanor
Ability to manage multiple concurrent events and deadlines across programs
Ability to work independently and autonomously with minimal direction when needed
High level of accuracy, attention-to-detail in all work products
Comfort with ambiguity and ability to navigate dual reporting structures
Advanced Microsoft Office proficiency (Word, Excel, Outlook) required
Familiarity with event management platforms is advantageous
Basic business math skills including discount, interest, percentage, and profit/loss calculations
Ability to conduct site visits, attend planning meetings, and provide on-site event support.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience in corporate event management or high-profile event coordination
Background in creating event planning documentation (production schedules, run-of-show, budget templates)
Understanding of corporate real estate and facilities management operations
Microsoft Visio or CAD experience

Responsibilities

Manage end-to-end support for meetings and events, including intake, logistics coordination, customer communication, and onsite execution in a dynamic, high-profile, high-visibility environment.
Process event requests through the Meetings & Events Portal (MEP); disseminate information to large audiences, including alerting building occupants and vendors of event-related impacts.
Coordinate and lead planning and walkthrough meetings with Amazon Event Organizers and Service Delivery partners as needed.
Support booking and utilization of specialty event spaces, and training rooms, assist with non-standard space routing and required approvals, coordinate local resources to ensure spaces are cleaned, set, and ready for events.
Serve as a primary coordination point across multiple internal stakeholders and business partners, including Facility Management, IFM Programs (Labor, Moves/Adds/Changes, Labor support, and Janitorial), Onsite AV, Amazon Security, Reception and the Business Service Center to ensure all event needs are met.
Provide day-to-day supervision of events team members while overseeing and coordinating with event support staff and third-party vendors for comprehensive program support.
Respond to Amazon Event Organizer (AEO) inquiries/feedback, provide consultative guidance, and proactively manage event logistics to deliver a high-quality customer experience aligned with program tenets.
Uphold GREF policies for appropriate use of space; assist with permits, vendor COI requirements, building access coordination for external attendees and vendors, and ensure events comply with policies, procedures, and safety protocols.
Develop and implement standardized event documents while optimizing existing operational procedures for continuous improvement initiatives.
Track metrics to analyze team performance while preparing and presenting monthly performance reports to Program Delivery Manager for strategic oversight.
Contribute to program metrics, VOC/CSAT feedback loops, and SOP documentation to support ongoing service excellence.
Plan and execute large-scale events including team events, leadership offsites, customer engagements, and cultural celebrations.
Develop and maintain events calendar.
Develop and maintain customized planning documentation for each event, including planning checklists, work back schedules, and production schedules tailored to the unique requirements of the specialty space.
Develop and execute day-of-event coverage checklists and contact lists to ensure all logistics, personnel, and vendor responsibilities are clearly assigned and tracked.
Provide dedicated onsite presence and real-time troubleshooting during events to ensure successful operations and a seamless attendee experience from setup through breakdown.
Lead vendor selection processes and coordinate all logistics, including site access, set-up, and presentation.
Coordinate event signage templates, printing, and placement to ensure a polished, professional attendee experience throughout the space.
Establish strong working relationships with local onsite teams for seamless collaboration.
Create and maintain event budget templates and preferred vendor/service provider lists to support consistent, cost-effective event execution.
Support budget adherence through expenditure tracking and compliance.