Meetings and Events Specialist

Cynet Systems • Irvine, CA

3d

About The Position

Executes the completion of day-to-day work of meetings and events activities and logistics for the managed event spaces. Engage with stakeholders on meeting and event needs. Educate and inform stakeholders on space capabilities and current guidelines. Reviews meetings and events set up requirements with cross-functional teams such as AV and Catering, identifies discrepancies and provide solutions on best course of action. Supports large scale meetings by attending discovery sessions, site visits, and performing 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. 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 under the guidance of management. Assists in development of communications and implementation strategies for both new and current programs. Adheres to all EHS 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. Establish and maintain resources and tools to facilitate consistent, high-quality standards and best-in-class service for employees. Applies professional expertise and judgment to support conference services activities and business outcomes.

Requirements

• Bachelor's degree in marketing or equivalent training required.
• 2-4 years related experience required.
• Meetings and events logistics.
• Stakeholder engagement.
• AV and Catering coordination.
• Contract lifecycle management (ECLM).
• Source-to-pay systems (e.g., Coupa).
• Process mapping.
• Communication material development.
• Intranet maintenance.

Responsibilities

• Executes the completion of day-to-day work of meetings and events activities and logistics for the managed event spaces.
• Engage with stakeholders on meeting and event needs.
• Educate and inform stakeholders on space capabilities and current guidelines.
• Reviews meetings and events set up requirements with cross-functional teams such as AV and Catering, identifies discrepancies and provide solutions on best course of action.
• Supports large scale meetings by attending discovery sessions, site visits, and performing 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.
• 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 under the guidance of management.
• Assists in development of communications and implementation strategies for both new and current programs.
• Adheres to all EHS 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.
• Establish and maintain resources and tools to facilitate consistent, high-quality standards and best-in-class service for employees.
• Applies professional expertise and judgment to support conference services activities and business outcomes.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level