Digital Events Support

Job Summary:

(Briefly describe the main objectives and purpose of the job. Why does the job exist?  What is it expected to accomplish?)

GDS Supply Chain Services is a new service offering that is being setup in collaboration with EYs Supply Chain Services organization which is seeking to utilize the location footprint and skills/capabilities available from our Global Delivery Services (GDS).

The GDS provides enabling services to EY member firms, Service Lines, business support functions and Area/Global entities. These services are provided via the Client Service - Assurance, Advisory, Knowledge, Tax and TAS, and Enablement Services – Supply Chain Services, IT Services, Finance & Accounting Services, Risk Management Services, People Shared Services, Markets Enablement Services, Brand, Marketing and communications. The Client Service and Enablement Services are an important component of EY’s Vision 2020 strategy, and has an ever increasing shared services footprint across the world, including five centers in India (Bangalore, Chennai, Gurgaon, Kochi and Trivandrum), and in Argentina, China, Poland and the Philippines. The GDS headcount is currently approx. 15,000 (September 2015) and is predicted to grow to over 30,000 by 2020.  

Procurement was established as a globalized function just over six years ago and now it is known as Supply Chain Services. Its purpose it to drive efficiencies in the way EY member firms select and manage their vendor relationships. This is achieved through a number of channels including creating supply chain processes which are repeatable, can be leveraged, are transparent as well as are aligned to business strategies and goals.

This role of the Digital Events Support is responsible to support the SMM (Strategic Meetings Management) program through the coordination and execution of large-scale internal and client events in both live and virtual settings.  This individual is responsible for consultation for the appropriate meeting platforms, project management, sourcing, budget management, registration, and all other various meeting logistics. Work with meeting sponsors to understand the business needs and provide value-based solutions. Contribute to the overall brand value, quantitative value and compliance of the greater GTME group through data integrity. 

Essential Functions of the Job:

(Identify and describe essential functions, or primary duties and responsibilities.  Assume that the reader does not know the role or function of the job.)

The primary role and responsibility of this position will be to work in a team environment, as an individual contributor to support Meetings and Events team including, but not limited to:

• Conduct initial consultations with meeting sponsor and/or requester to understand logistical requirements of the event and recommend appropriate meeting platform (live or virtual)  
• Develop the most cost-effective and sustainable meeting plans to fulfill the requirements of the meeting sponsor utilizing preferred vendors, negotiating contract pricing and terms and conditions
• Adhere to Global M&E and region-specific policies including compliance and out of governance  
• Promote and support the objectives and initiatives of the Global Travel, Meetings & Events team.
• Contribute to savings targets and support the firm's sustainability initiatives.
• Identify innovative ideas to improve operational excellence   
• Liase with key stakeholder and technology support when using our preferred attendee management tool, Cvent
• Collaborate with internal resource groups for seamless event execution.
• Develop event logistics and production schedules, ensuring smooth execution and addressing potential issues.
• Responsible for the day of production of the event  
• Oversee and direct support teams, adjusting plans as necessary.
• Maintain accurate and current information in Cvent tracking system and centralized document repository in timely manner  
• Able to work as part of a team and understand the impact of actions on the overall team as well as to be able to work independently with moderate to risk decision making with minimal guidance  
• Anticipate client’s questions and is prepared when dealing with clients
  

Knowledge and Skills Requirements:

• (Describe the knowledge or skills needed to perform this job; these may be technical, managerial or behavioral in nature and can be divided by “Mandatory” and “Optional / being considered as an asset)
• Strong customer service focus with excellent written and verbal communication skills in English  
• Strong executive presence with the ability to communicate, challenge and persuade stakeholders at all levels. High level of attention to detail   
• Self-starter who takes initiative and can work with minimal supervision
• Excellent time management to handle multiple events and projects simultaneously
• while prioritizing other daily work   
• Accurate and timely data input and document management
• In-depth knowledge of marketplace and industry trends
• Well versed in existing and new virtual technology platforms and the ability to consult with stakeholders on best technologies to meet the business needs
• Knowledge of meeting industry software, including web registration applications, such as Cvent.
• A calm demeanor with a passion for event delivery and an ambitious nature  
• Proficient in Microsoft Office applications (Mostly MS Excel and MS Outlook)
• Strong work initiative and the ability to adapt to new challenges and ideas  
• Works well in a team environment and within a virtual team
• Ability and willingness to work in a multicultural and diverse environment and flex style as appropriate
• Respond well to deadlines and work outside of normal hours when required
  

Job Requirements:

Education:

• (What is the minimum level of education needed/suggested to perform this job?)
• Any graduate or above, preferably technical
  

Experience:

• (What is minimum number of years needed/suggested to perform this job?)
• 2-4 years of experience in a large multi-national corporation, preferably in Customer Service or Technical Support
• Experience working in a team environment interacting with multi-national customers
• Experience managing projects
• Proficient MS Office skills, with competency in the use of Excel and PowerPoint 
• Experience in Cvent tool would be an added advantage, but not mandatory
• Experience in Mobile App builds would be an added advantage, but not mandatory
• Experience working in the events/hotel industry would be an added advantage, but not mandatory
  

Certification Requirements:

• (Describe and explain any certifications and/or licenses needed or helpful to perform this job).
• Mobile App technology (not mandatory)