Specialist, Events

Chubb•Readington Township, NJ

2h•Hybrid

About The Position

Chubb is seeking an Events Specialist to join the North America (NA) Marketing & Communication Events team. In this role, you will be responsible for managing the full life cycle of assigned events and meetings across the organization. Additionally, you will support event logistics, planning, and provide on-site assistance for larger marquee events. The ideal candidate is a self-starter with strong business operations skills, sound decision-making abilities, and proven experience in planning and executing corporate meetings and events. The Event Specialist will report to the Assistant Vice President, Events – NA Marketing & Communication. This is a hybrid-remote position with a periodic need for workdays within the Whitehouse Station, NJ office. Travel to plan and support events within North America is necessary.

Responsibilities

Planning and execution of assigned North America events as directed
Coordinate and execute pre-planning, on-site and post-event logistics not limited to: Timeline creation and management
Oversee the guest invitation and registration process
Management of hotel rooming blocks
Upkeep of attendee data and other relevant list management
Meeting space coordination of food & beverage, room layouts, seating assignments, name tags, décor and A/V as needed
Ground transportation arrangements for guests though local vendor or ride share platforms
Assist with reconciliation of post-event finances, recaps, surveys and analytical presentations
Source, negotiate and manage relationships with vendors, venues and service providers to secure the best options for each event
Provide on-site event support, including but not limited to overseeing setup, managing staff and troubleshooting any challenges during the event
Work with internal groups and external vendors to produce necessary creative and production elements
Collaborate with internal business stakeholders to execute upon their division’s specific needs with an event.
Create and distribute event materials, such as invitations, agendas, name tags, and signage
Ability to adhere to forecasted budget, manage and balance assigned budget per event, ensuring cost efficiency and adherence to company financial guidelines
Possess a solid understanding of event technology system, as well as the ability to learn and navigate in new software platforms (Swoogo, TicketManager)
Oversee event registration processes, including managing attendee lists, creating registration platforms and handling inquiries
Assist with content creation of event mobile apps within the event registration platform.
Preform administrative duties as needed (meeting notes, calendar upkeep, shipping, storage organization, vendor onboarding and payment processing, contract review coordination)