Corporate Meetings Planner

Job description

Meetings & Events overview

The Australian Events team manages over 300 events per year, for employees of the company, held at external venues, which range from training events for 10 people up to the annual Christmas parties for over 1000 people.

The events include small dinners, lunch bookings in exclusive private dining rooms, training sessions, office wide meetings, office wide cocktail events, community BBQ’s, graduate functions and many other events.

The role involves taking that original brief from the beginning to seeing the event through to the end (listen to the brief, research, venue sourcing, negotiation, logistics, financial admin, budget planning, communication management, reconciliation & closing of event)

Accenture has offices in Sydney, Melbourne, Brisbane, Canberra and Perth, with Melbourne and Sydney being the largest offices. We also have smaller offices in Wellington and Auckland, that we also support.

Meetings & Events Tasks:

· Main point of contact with client and vendors for all events
· Venue sourcing/provide options to internal clients based on their brief & budget
· Create and maintain a budget for each event, seeking approvals where necessary and reconciling costs post event
· Negotiation of rates and terms with suppliers Meeting logistics (venue management, caterers, audio visual etc) including drafting run sheets and floorplans
· High volume administration duties
· Process deposits and invoices for all events and coordinate with finance team in China to ensure payments are made on time and allocated correctly.
· Arrange printing and materials for events
· Liaise with internal (Marketing, Finance, Legal etc) and external clients (themeing providers, AV companies, printing suppliers etc)
· Draft & send communications
· RSVP management through online events management tool
· Use of Accenture’s internal tools (including new Meetings & Events tool)
· Follow Accenture Meeting & Event policies
· Provide guidance on Accenture policy information to internal clients – Ensuring insurance, legal, health and safety obligations are adhered to for all events
· Ability to use Accenture’s registration system for events
· Provide occasional off-site support for functions
· Develop and maintain excellent working relationships with stakeholders and suppliers

Desired profile

Qualifications :

Skills/Competencies Required:

·  Professional demeanor
·  Excellent oral and written communication and administration skills – will deal with a variety of different people; including presenters, employees, MD’s, clients, suppliers, teams, catering staff etc - You must be able to give clear instructions and draft written communications
·  Extensive event management experience with a Hotel/Catering industry background (Including good planning and operational understanding/skills a necessity)
·  Strong organizational skills
·  Ability to think outside the box
·  Ability to prioritize high volume workload
·  Confident negotiation skills with internal and external stakeholders
·  Strong problem-solving skills and issues management
·  Flexibility and ability to work on own initiative
·  Ability to work within a team and autonomously
·  High attention to detail
·  Good financial acumen including budget management & understanding of financial reporting
·  Strong computer skills and confident and professional phone manner
·  Proficiency in using Microsoft office products (word, excel, powerpoint)
·  Multi-tasking skills; ability to manage own workload and adjust priorities to work efficiently and meet deadlines, often under severe time pressure
·  Not afraid to get in there and get dirty
·  Policy interpretation and implementation
·  Stakeholder relationship management
·  Project management skills preferable
·  Experience in a corporate environment preferable
·  Good restaurant/venue/supplier knowledge in capital cities
·  Strong time management skills
·  Ability to adapt to change and use problem solving skills to overcome unexpected things that may arise

Accenture is an equal opportunities employer and welcomes applications from all sections of society and does not discriminate on grounds of race, religion or belief, ethnic or national origin, disability, age, marital, domestic or civil partnership status, sexual orientation, gender identity, or any other basis as protected by applicable law.