Leadership Program Administrator & Event Planning

TMNA Services•Bala Cynwyd, PA

About The Position

Tokio Marine North America Services (TMNAS) provides professional support services to Tokio Marine Group companies in the United States. This role works collaboratively with the SVP of Talent Management and Organizational Development to execute two annual multi-faceted leadership development programs. The position provides support, event planning, and program coordination for six to eight annual multi-day events for 50-100 participants, plus 10-15 additional virtual trainings. It also supports other enterprise talent development activities and events across North America.

Requirements

BA/BS degree required.
2-4 years of experience working with event planning or conference management in a corporate, educational or non-profit setting with a focus on booking logistics: Hotels, caterers, transportation services, etc.
2-4 years of experience with vendor management/relations: Analysis of costs, negotiations, understanding of contracts and contract management, vendor selection process, invoicing and payment.
Understanding of event planning process.
Superior project management skills: Plan, organize, monitor, and control projects, ensuring efficient utilization of resources, to achieve project objectives and deadlines.
Ability to administrate a social networking site: Set up user profiles, post documents and photos, update announcements.
Superior writing skills: writing emails, drafting documents, copy editing.
Superior customer service orientation: Responsive, courteous, and professional to program participants and key stakeholders.
Strong knowledge of Microsoft Office, especially superior PowerPoint skills.
Superior time management ability: Ability to multi-task, prioritize key rate determining factors, and meet deadlines.
Strong attention to detail.
High problem solving skills: ability to independently analyze a situation and develop possible solutions, thinks creatively to improve processes and best end result.
Ability to self-manage and work independently and without supervision.

Nice To Haves

HR or training experience a plus.
Understanding of basic Human Resources, training, and/or talent development principles a plus.

Responsibilities

Manages all aspects of content associated with the leadership program, including PPT Presentations, facilitator outlines, participant materials, handouts, and rosters.
Provides drafting, updating, version control and copy editing.
Develops participant packets, name tags, and gift items.
Provides design and branding support for program materials and supplies.
Administrates and coordinates a mentorship program for participants.
Analyzes and manages training evaluation process and implements continuous improvement on instructional material in collaboration with Management.
Provides support for program teambuilding events: Researches vendors, analyzes options, provides pricing reviews, makes recommendations.
Collaborates on the development of custom activities.
Develops and executes participant communications, including pre-packets, pre-work instructions, participant correspondence.
Develops and administrates a social media site dedicated to participant communications.
Manages all program logistics, including hotel, transportation, catering, signage, displays, materials, facilities, and IT needs.
Administrates the program’s project plan, ensuring alignment and completion of all related event tasks.
Provides vendor management: Negotiates and administrates contracts with service providers; Manages BEOs; Handles all invoicing; Manages vendor appointments and communications.
Serve as liaison with vendors on event-related matters.
Manages program invoices and expense payments.
Provides onsite event support.
Ensures that standards and requirements are maintained on an on-going basis.