Lead Event and Venue Specialist

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Job Description - Lead Event and Venue Specialist

What does this job involve?

The Lead Event and Venue Specialist leads the recruiting, staffing, performance management, budgeting and administrative support for the Event and Venue Specialist team in their region. This position acts as a liaison between the Event Director and on the ground team, serving as a single point of contact who is overall responsible for resource support in alignment with key initiatives to the broader corporate strategy and vision. In addition to their leadership duties, they are responsible for the event management in a specific venue onsite at the client’s campus. They coordinate the set-up of the event, management of the event vendors and serve as the primary client liaison. The Lead Event and Venue Specialist is responsible for providing exceptional client experiences through proactive communication and high touch hospitality focused service. They must demonstrate exceptional customer service and communication skills.

Essential Duties and Responsibilities

• Responsible for recruiting, staffing, performance management, budgeting and administrative support for the contract.

• Point person for escalations and issue resolution.

• Build and maintain strong internal relationships with key stakeholders across the organization.

• Drive proactive stakeholder management/change management initiatives that result in increased adoption of services and strategies.

• Build a collaborative relationship with the client management team to share and leverage best practices and drive innovation.

• Ensures that quality processes and tools are incorporated into all daily activities to drive process efficiencies, standardization and optimization.

• Investigates and resolves business partner issues/problems.

Venue Oversight

• Coordinates and attends site inspections.

• Performs regular venue audits to assure the venue is clean, functional, maintained.

• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.

• Manages venue calendar and oversees booking of space.

• Familiar with emergency response plans and promotes practices for safety.

• Ensures privacy and security of all attendees visiting the facilities.

• Represents the venue in a professional manner.

Event Management

• Manages all operations, functions, and logistics for the event center including scheduling of the conference center using client scheduling software, ordering catering, troubleshooting A/V and other set up issues.

• Consult with event center clients to determine event needs such as space, physical set-up, AV and technical requirements, catering and event support.

• Completes overall project timeline and communication plan; and facilitates prompt and accurate handling of all details.

• Schedules and leads pre-con meetings for all events.

• Performs quality assurance and oversees deliverables of Catering, Facilities, Technology and AV, Executive Production, Security, Transportation and Janitorial.  

• Assist in the checking in of attendees and distribution of giveaways.

• Acts as the primary point of contact to event attendees and guests.

Client Relationships

• Independently interface with day to day client contact.

Administrative

• Responsible for tracking and reporting changes.

• Responsible for accurately inputting and tracking event information.

• Follow established escalation procedures and incident reporting procedures.

• Complete all tasks and projects as directed and ensure timely delivery based on deadlines.

Skills

• Strategic and creative thinker

• Highly developed problem-solving skills

• Excellent written, verbal and interpersonal communication skills

• Strong financial acumen for budget management skills

• Proficient with Google Suite

• Understands event technologies

• Strong influencing skills and presentation skills

Abilities

• Ability to effectively manage multiple projects

• Data and process driven

• Innate attention to detail

• Team oriented, customer-centric, results and deadline-driven

• Sets priorities and able to work in a fast-paced, multi-project environment

• Takes ownership and proactively find solutions and resolve issues

• Acts with a sense of urgency and calm under pressure

• Ability to work independently and autonomously

Experience and Qualifications

• Bachelor's Degree or equivalent work experience required

• 5+ years of experience of hospitality/direct client support

• Proven track record of leading high-performing teams

• Proven ability to interact with C-Level management

• Experience delivering a program to support multiple functions, evaluating existing systems and processes in order to improve and grow them to support the business

• Previous experience with remote or virtual team members and direct reports

• Strong organizational and analytical skills, excellent written and oral communication skills, including experience in strategic business discussions that require the ability to form a strong point of view

Job Requirements

Ability to travel up to 30% 

• Requires irregular work hours, including weekends and holidays as needed

• Ability to stand for extended periods and lift up to 50 pounds

• Must have a valid driver's license and valid passport

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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