What are the responsibilities and job description for the Assistant Program Manager - Meetings and Events position at JLL?
Work Scope :
Supervision and scheduling of Events Team members
Functional supervision of event support staff (set-up crews, third party vendors)
Responsible for the coordination and execution of high level special events as requested by the Amazon customer
Leads site visits, planning meetings and final details meetings with Amazon customer and supporting vendor partners
Establish new policies and procedures necessary to clearly define event support of high level event support in high profile areas
Establishes and provides clarity to existing policies and procedures relating to Events Team support
Demonstrates continuous effort to improve operations, service levels, and streamline work process
Responsible for tracking team progress through data metrics
Creation and submission of monthly reports to Events Team Manager, demonstrating team progress and workload
Identifying opportunities for improving team communication and efficiency
Assisting in the planning and hosting of the occasional client-related event as needed
Other duties as assigned in support of Events Team Manager
Essential Functions :
Provide prompt and courteous response to Amazon employee and client requests within the guidelines set forth by JLL and Amazon Global Real Estate and Facilities
Maintain ethical, professional and courteous relations with contractors and employees and property management teams
Perform as a team member with all employees
Communicate and work effectively with Officers, senior contacts within client organization, and business associates.
Maintain all business contact information
Prepare proposals and presentations
Assist in compiling budget information and business review metrics
Compose business letters, summaries and reports using proper format, punctuation, grammar, diction and style
Create graphs, charts, and other complex documents
Assist with Facilities team communications and coordination of response activity during emergencies if deemed reasonable and prudent, and as trained by supervisor
Comply with all company and regional policies
Learn and follow all Amazon GREF policies and procedures as they apply to administration positions
Flexible hours : Must be willing to work nights, evenings and weekends as necessary
Other Functions :
Carry out other duties as assigned by supervisors
Essential Physical Capabilities :
Meet highest attendance and punctuality requirements
Operate personal computer, software as appropriate for project and all other office equipment
Climb up and down stairs as part of emergency procedure, practice and / or implementation
Detect emergency alarms - auditory and / or visual
Essential Knowledge and Skills :
Ability and interest in multi-tasking
Interact with employees, visitors and contractors with poise and diplomacy
Apply principles of rational systems and deal with a variety of concrete variables in situations where only limited standardization exits
Interpret instructions in written, oral, and diagrammatic or schedule form
Possess initiative to assume additional responsibilities
Set priorities and meet deadlines
Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs
Type a minimum 60-WPM with accuracy
Perform basic business math such as compute discount, interest, percentage and profit / loss
Communicate effectively both verbally and written
Possess excellent grammar and proofreading abilities
Read and comprehend e-newspapers, periodicals, journals, manuals, dictionaries and thesaurus
Experience :
3 years of event management or relevant hospitality experience
Education :
Bachelor's Degree or equivalent experience
