Event Planning Senior Analyst

OVER-ALL PURPOSE OF JOB 

• Provides oversight to plan and execute meeting and event experiences in an agile, innovative and truly human way, reflecting a customer-obsessed and operationally effective approach.
• Consistent delivery of exceptional customer service through an environment of hospitality. Includes event logistics, attendee engagement, venue and vendor procurement, budget management, provision of planning and technology services/support, event execution, and reporting.

 

Responsibilities/Authorities

Over-all responsibilities

• Supports execution of medium to high complex events in line with the overall strategy
• Develop meeting logistics and attendee experience to support event objectives
• Collaborate with internal groups and service providers
• Use technology to support the meeting process
• Support resolution of escalations related to meetings or events
• Collaborates in development of internal communications (marketing of services and process improvements)
• Provides support to communicate policy to Accenture personnel and external suppliers
• Assists in establishing standard terms and conditions for services providers, benchmark rates and programs and adjust processes or sourced arrangements as appropriate strategy
• Manages relationships and contracts with service providers to deliver value-added services and competitive costs
• Identifies and screen potential new suppliers and services and manage the process cost effectively
• Keeps knowledge base updated on supplier and sourcing trends and apply new approaches as appropriate
• Monitors and manages compliance with existing policy and recommend changes to align with changing business needs
• Addresses and resolves concerns on meetings & events
• Assists the Meetings & Events Lead in ensuring completeness and accuracy of data in line with local and global events reporting
• Creates reports, graphics and documents (spreadsheets, presentations, etc.)
• Develops, manages or assists in skill development for the team/counselees
• Performs other tasks as requested by the Meetings & Events Lead

 

Fulfillment

Pre – Event

• Assists in creating detailed work plan based on the event requirements
• Helps project sponsor manages budget accordingly
• Ensures support for assigned events and completion of procurement processes like deposits, purchase orders, billing and final reconciliation
• Partners with PMO in requesting for official bidding process for external event organizers (as needed)
• Ensures appropriate spend and activity specific approvals are secured in a timely manner
• Conducts sourcing to contracting of vendors for logistical requirements (platform, venue, food and beverage, accommodation, transportation, security, tokens, etc.)
• Uses technology to manage the planning processes for meeting, including meeting registrations, approvals, budget and actual spend, calendars, meeting logistics, attendee registrations etc.
• Assists in managing event timelines and ensures the timely execution of services required for each event (venue/platform sourcing, approvals, contract signing, and PO)

Event Proper

• Monitors the execution of the event from ingress to egress
• Ensures that all contractual commitments with the vendors are delivered

Post Event

• Reports final event details and expenses in the planEvents tool
• Accrues expenses in accordance with accrual policy
• Ensures that invoices are submitted and processed in a timely manner
• Assist in internal post-mortem meetings and in providing post-event analysis and recommendation

 

PMO

PRE-EVENT:

• Creates detailed work plan based on the event requirements
• Identifies and communicates with core team leads and committees  
• Helps project sponsor manage budget accordingly
• Initiates request for official bidding process for external event organizers (as needed)
• Oversees sourcing to contracting of vendors for logistical requirements (platform, venue, food and beverage, accommodation, transportation, security, tokens, etc.)
• Manages event timelines and ensures timely execution of deliverables from each committee
• Spearheads regular touchpoint meetings for events planning to ensure that deliverables are completed and on track
• Ensures appropriate spend and activity specific approvals are secured in a timely manner

EVENT PROPER:

• Monitors the execution of the event from ingress to egress
• Ensures that all contractual commitments with the vendors are delivered

POST EVENT:

• Consolidates event expenses and ensures accuracy of event details and expense report in line with local and global events reporting
• Ensures that expenses are posted in accordance with accrual policy
• Ensures that invoices are submitted, processed and paid in a timely manner
• Conducts internal post-mortem meetings and provides post-event analysis and recommendations
• Ensures to conduct post-event survey for the attendees

ISMS responsibilities

• Adheres to Accenture in the Philippines policies on security with regards to usage of Accenture assets such as IT equipment, information assets etc.
• Required to report IT or Non-IT security incidents affecting his area of responsibility

Maintains Confidentiality of sensitive documents

Educational Requirement
Must have:
Minimum Bachelor’s Degree or relevant business experience

Skills and Work Experience

Must Have:
Events Management
Organizational Skills
Planning and Administration
Communication Skills
Interpersonal Skills
Customer service
Negotiation skills
Project Management
Stakeholder Management
Workplace Solutions

About Accenture

Accenture is a leading global professional services company that helps the world’s leading businesses, governments and other organizations build their digital core, optimize their operations, accelerate revenue growth and enhance citizen services—creating tangible value at speed and scale. We are a talent- and innovation-led company with approximately 791,000 people serving clients in more than 120 countries. Technology is at the core of change today, and we are one of the world’s leaders in helping drive that change, with strong ecosystem relationships. We combine our strength in technology and leadership in cloud, data and AI with unmatched industry experience, functional expertise and global delivery capability. Our broad range of services, solutions and assets across Strategy & Consulting, Technology, Operations, Industry X and Song, together with our culture of shared success and commitment to creating 360° value, enable us to help our clients reinvent and build trusted, lasting relationships. We measure our success by the 360° value we create for our clients, each other, our shareholders, partners and communities.

Visit us at www.accenture.com 

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