Events Management Associate

About the Role

The successful candidate will be based in Armonk but oversee in-person events in Armonk and NYC. They will work closely with the Event Management Team responsible for all internal and external events in the Americas. They will use best practices to shape, implement, and manage all details to ensure the highest level of client satisfaction. This position is highly visible and one where you will work closely with multiple departments to ensure alignment with the business units' objectives.

Key Responsibilities:

• Provide Event Management team members with support on I1, E2 and E1 events including but not limited to MS Dynamics invitation support, guest list reconciliation, booking transportation, Outlook room reservations, event plan edits, liaising with communications over branding needs, etc.
• Be the primary contact and central point of contact for the coordination of all I2 events in Armonk and NYC, both on-premise and off-premise
• Venue and teambuilding activity research for E1 and E2 events; scout and vet venues for off-premise events
• Support the Event Management team using various software solutions such as: Slid.O, MySpend, MS Dynamics, Microsoft Exchange/Outlook Room Reservations, ContactOne, Qualtrics, the future Global Room Reservation System (GRRS), PlanOn, Angus and Ungerboeck Global Event Program Future Software solution
• Proactively make edits to the Americas Digital Meeting Room Guide while informing Operations Team of any room admin or PlanOn edits
• Support the CRES Operations team and SME with new software roll-outs and be the lead contributor to entries process and soliciting information from the region (example: GRRS Catering Catalog)
• Responsible for the overall Event Tracking document for region
• Be the Swiss Re oversight for all S1 events in Armonk and NYC, liaising with 3rd party vendors; such as catering (Sodexo) and facilities (PMI, Ricoh, Allied, etc.)
• Develop event plans and align all internal and external service providers (catering, facilities, and engineers) to ensure a smooth execution in all areas
• Appropriately manage customer expectations and provide solutions to meet client needs
• Create event signage using existing branded templates
• Open purchase orders and handle all invoices and BU/CRES reconciliations for Event Management Department by learning and using MySpend/Coupa Software
• Support internal events and vendor management by aligning internal and external competencies (event logistics, catering, IT, etc.) and updating SOPs for Armonk and NYC service providers
• Proactively follow up at multiple points during organization process to ensure all teams involved understand their requirements and deliverables
• Draft floorplans, event plans and review catering menus
• Host debrief meetings with service providers and with client - document experiences and feedback
• Using existing event templates, develop consistent documentation of all events
• Build a collaborative network with internal clients to ensure best practices
• Support Event Management Team in development of service catalogues to harmonize client experience and ensure efficiency of event mgmt.
• Occasional travel beyond the normal event-centric schedule between Armonk and NYC Swiss Re offices
• About the Team
  CRES is globally responsible for Swiss Re's corporate real estate including the management of efficient / functional office environment and the provision of high quality logistics solutions to address daily business needs of our clients. The Event Management Team has a passion for positioning CRES as true professional solution providers; partnering with our clients to ensure the success, standardization and professionalism for both internal and external events. We concentrate on the strategic development of all aspects of the client's events and providing quality services from our portfolio.
  About You
  You are a naturally detail-oriented, proactive, independent event professional willing to go the extra mile to deliver outstanding results. You continuously strive to make an impactful experience on the services you offer and are enthusiastic about achieving client satisfaction. You are extremely structured, organized and able to complete tasks with minimal supervision
  Essentials:
• 1-3 years of hospitality, restaurant and/or events experience required
• Bachelor's degree with concentration in hospitality or retail required
• Client-centric focused with excellent customer service skills
• Tech-savvy, eager to adopt the latest digital workplace tools and efficiently apply them (e.g., SharePoint Online, Yammer, MySpend, Qualtrics, MS Dynamics, MS Teams)
• Excellent organizational and time management skills
• Proactive, consultative, and problem-solving approach with the ability to create and propose solutions to customers
• Proficient in Microsoft Office programs (Outlook, Excel, Word, PowerPoint, SharePoint, Teams etc.)
• Ability to travel between Armonk and NYC as events require

• Nice to Haves
• Vendor management experience
• A teammate and self-starter who thinks ahead, is result oriented and thrives in a dynamic and professional environment
• Strong interpersonal skills with the ability to communicate clearly and effectively with all levels of leadership
• Able to multi-task and coordinate multiple events simultaneously with high level of attention to detail
• Able to influence others and manage client expectations

For New York City the estimated base salary range for this position is $48,000 to $78,000. The specific salary offered for this or any given role will take into account a number of factors including but not limited to job location, scope of role, qualifications, complexity/specialization/scarcity of talent, experience, education, and employer budget. At Swiss Re, we take a "total compensation approach" when making compensation decisions. This means that we consider all components of compensation in their totality (such as base pay, short-and long-term incentives, and benefits offered), in setting individual compensation

About Swiss Re

Swiss Re is one of the world's leading providers of reinsurance, insurance and other forms of insurance-based risk transfer, working to make the world more resilient. We anticipate and manage a wide variety of risks, from natural catastrophes and climate change to cybercrime. Combining experience with creative thinking and cutting-edge expertise, we create new opportunities and solutions for our clients. This is possible thanks to the collaboration of more than 14,000 employees across the world.

Our success depends on our ability to build an inclusive culture encouraging fresh perspectives and innovative thinking. We embrace a workplace where everyone has equal opportunities to thrive and develop professionally regardless of their age, gender, race, ethnicity, gender identity and/or expression, sexual orientation, physical or mental ability, skillset, thought or other characteristics. In our inclusive and flexible environment everyone can bring their authentic selves to work and their passion for sustainability.

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Reference Code: 126596