Event Planning Senior Analyst

Event Planning Senior Analyst

OVERALL PURPOSE OF JOB 

- Provide 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
• Establishes relationships with internal (cross-functional) groups to ensure consistent delivery of service and resolve all escalations related to meetings or events appropriately
• 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 manage 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 (venue, food and beverage, accommodation, transportation, security 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 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 manages budget accordingly
• Initiates request for official bidding process for external event organizers (as needed)
• Oversees sourcing to contracting of vendors for logistical requirements (venue, food and beverage, accommodation, transportation, security 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 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 to the attendees


ISMS responsibilities
• Adheres to PDC 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

Processes

(List those processes that the Job will be directly involved with in performing the job (e.g.: account payable, invoice processing, performance appraisal (if the job has a career counsellors’ role)

1. E2E Events Planning Process
2. Performance Appraisal


Additional Information:
• Location: CG2 - Mandaluyong
• Work setup:  Hybrid must be flexible depends on Event location, once a week in the Office or as needed
• Schedule: 8am – 5:30pm Manila time (Mon – Friday) – must be flexible