Events Administrator

Allianz Services is proud to serve and be part of Allianz Group, one of the world's leading insurers and asset managers. Our strong global footprint, with around 6000 employees located across eight countries and four continents, enables us to unlock the full potential towards driving a superior client experience within Allianz Group.

Requirements

3 years of experience managing projects, company events and meetings;
University degree in business administrations or comparable;
Fluency in English, both written and spoken;
Excellent Microsoft Office skills (esp. Word, Excel and PowerPoint);
Knowledge and ability to use current word processing, spreadsheet, database, e-mail and Internet software and other technology platforms and tools.

Skills

Excellent interpersonal, intercultural and organizational skills;
Good organizational skills;
Problem solving abilities;
Good communication skills for dealing with diverse staff;
Customer focused attitude with strong communication skills, both written and verbal;
Self-starter, quick learner mentality and team player spirit;
Strong interpersonal and communication skills are required to manage a group, achieve cooperation, negotiate and reach agreement with customers and suppliers;
Have initiative on process improvements;
Must be able to look for ways to improve and promote quality; willingness to continually expand working knowledge of the latest technological techniques and advancements;
Ability to analyze quantitative and qualitative data, draw conclusions and develop actionable recommendations.

Job role

The Events Administrator will have overall responsibility for successfully planning, managing, executing, monitoring, control and closure successfully of the corporate events. He/she will work with stakeholders to develop project plans and documents for each event using proven project management skills and event expertise to manage roles, identify resources, meet training needs, define project deliverables, provide customer satisfaction and reporting structures and insure high quality events.


Responsibilities

Meets with sponsors and organizing committees to plan format of events, to establish budgets, to review administrative procedures and event progress;
Responsible for all aspects of corporate events from proposal, to delivery, to event follow-up and metrics;
Consults with clients to determine objectives and requirements for a particular event (meetings, conferences and conventions) and holds regular status meetings with project team;
Coordinates services for events such as accommodation and transportation for participants, facilities, catering, displays, special needs requirements, printing and event security;
Arranges the availability of audio-visual equipment and staff, transportation, displays and other event needs;
Monitors activities to ensure compliance with applicable regulations, satisfaction of participants and resolution of any problems that arise;
Works with selected vendors (approved) to manage logistics, space needs and design, schedules, budgets and timelines. Responsibilities will include assistance with contract negotiations;
Ensure event website is designed, launched and updated to maximize attendees’ registration and overall experience including online content management
Identifies, tracks, monitors and communicates project-related issues, scope changes, variances that may arise during the implementation of projects;
Facilitates amicable solutions with the appropriate stakeholders;
Oversees the development, production and delivery of projects from proposal right up to delivery including setting, communicating and maintaining timelines and priorities;
Provides communications or communication plans to ensure all project stakeholders are aware of planned events and how to best leverage the events and of the contribution to organizing the events;
Travels to on site event venue and attends team meetings;
Tracks and reports team hours and expenses on a weekly basis, ensures timely and accurate invoicing;
Manages project budget;
Reviews event bills for accuracy and approves payment;
Organizes and maintains meeting and event history, conducts post-event evaluations to determine how future events can be improved;
Contributes to management reporting;
Responsible for all deficiencies resulting from his business, as a result of their own decisions;
Observes and respects circulars, norms, work procedures, internal regulations, policy compliance and anti-corruption policy of the company.

Quality management system:
Elaborates documents regarding the processes of the quality management system (procedures, instructions, etc.) and creates the necessary records for the effective development of the activities.

Benefits

Flexible and friendly working environment
Access to a wide range of learning and development opportunities (technical and soft skills trainings)
Well-being programs and initiatives
Attractive compensation package