Job Title: Events Manager

Duration: 6 Months Assignment (Potential of extension or conversion)

Location: Pleasanton, CA 94588 (100% Onsite)

Description:

Join the Experience Marketing team to lead the strategy and management of employee scheduling and the execution of the VIP program for DevCon (June) and Workday Rising (September). In this business critical role you will be a pivotal piece of the Operations workstream providing key support for all attending Workmates, and our VIP of attendees (Workday Executives, Customers, and Third-Party talent/speakers). This will include:

Employee Scheduler

Pre-event:

• Employee Support Strategy
• Confirm employee support strategy by building out requirements in order to confirm a list of employee attendees. This will include support from various teams for areas like:
• Breakout Sessions
• Keynote
• Sales, Field, and Executive Meetings
• Expo
• Marketing Core Team
• Marketing PMO, Events, Corp Comm, Creative, EAs
• Ask the Expert
• Executives
• Sponsors (and Partners)
• Analysts and Media
• Video
• Customer Marketing
• Design pre-registration form in partnership with our registration team in RainFocus (event registration tool) to gather employee attendee information to be used for review and approval to register:
• Arrival/departure dates
• Expertise / Role
• Available windows to staff
• Contact information
• Emergency sub
• List Manager
• Manage and maintain employee list of all Workmates and assignments.
• Ensure form is fully filled out by all conference support & teams:
• Ensure the schedule remains updated.
• Manage all updates, swaps, removals, and/or add employees as needed.
• Upload and maintain the approved lists in the scheduling tool.
• Support Speaker and Expo List Management:
• Work with EXPO leads to confirm staffing needs, how it will work, and where to assign.
• Gather and consolidate all required workers to staff expo areas, including but not limited to:
• product demos/solutions
• Services
• Culture (i.e. VIBE, Opportunity Onramps, etc.)
• Activations mapping to Keynote
• Welcome and wayfinding counters
• Industries zone
• Support Single, Double, and Triple Session speaker job assignments & communications:
• Work with the content team to collect the list of session speakers who are tasked to also support shift(s) .
• Align to Expo volunteer shift needs.

Onsite :

• Create and distribute daily staffing sheets and issue daily “no show” reports.
• Manage employee check-in area and lounge:
• Scan employee volunteers for shifts onsite.
• Advise to the agency as to what is needed for the space - tables, chairs, power, etc.
• Communicate back to employee leads where this area will be so they can inform employees.
• Have lounge area added to support maps/communications.
• Fill in with volunteer shifts as needed, due to employee no-show or illness.

VIP Manager

Pre-event:

• Executing VIP Strategy
• Meeting with subject matter experts to learn of the ins and outs of management.
• Create a VIP project plan and confirm milestones to achieve full VIP strategy which includes:
• Communication plan
• Resources like VIP tracker, VIP deck, VIP FAQ, etc.
• Execute all deliverables, experience, and perks for tiers of support.
• Enforce governance based on VIP tiers and established criteria.
• Establish relationships with key partners including by not limited to Executive Assistants, Housing lead, agency support staff, operations, Chiefs of Staff, security, etc.
• Support Operations Lead with all agency and VIP initiatives
• Possess existing relationships with key stylists, editors, producers and influence rs
• Contribute to innovative and tactical communications strategies
• Acts as the single point of contact responsible for the successful planning and execution of all VIPs attending Workday Rising which includes:
• Workday Executives
• Third Party Speakers / Talent
• Customers
• Prepares VIP agendas prior to visit, provides corporate materials and binders, and coordinates gifts
• Performs a wide range of administrative support duties as required, including but not limited to: using advanced PC/Mac applications, filing, directing phone and in-person requests for information, preparation of correspondence, travel coordination, etc.
• Manages the VIP coordination with approved external vendors
• Work closely with Operations Lead to ensure all VIP expenses are within budget
• Maintains accurate records for the VIP operations and maintains a live working schedule and notes for all activities at Workday Rising for VIPs.
• Performs a wide range of special projects as assigned by Operations Lead.
• The main responsibilities of this position include managing the portfolio of VIP Workday Rising attendees delivering high-quality service and experience to these attendees.
• Devise and implement strategies to drive VIP experience, scale the program, and proper governance•
• Craft personalized and unforgettable experiences for VIPs, fostering a deeper affinity with the Workday brand.
• Provide prompt and effective responses to inquiries from VIPs, swiftly resolving any issues or concerns they may have in a timely manner
• Generate detailed reports on the VIP member portfolio, tracking key metrics and delivering valuable insights on their performance and preferences
• As needed, contribute to the planning, attendance, and hosting of exclusive events for VIPs
• Onsite:
• Performs all operational aspects of the VIP program including shipping and receiving, room drops, airport transfers, housing upgrades, badge pickup/delivery/printing, VIP data and records storage.
• Coordinate with VIP assistants/handlers to ensure all arrivals and departures are executed to expectation and flawlessly.

Skills Needed:

• Organization
• Communication
• High attention to detail.
• Collaboration
• Experience Design
• Events
• Cross-functional
• Customer service
• Possesses great self-confidence and an outgoing personality
• Excellent interpersonal skills with an emphasis on relationship building, retention, and growth
• Demonstrates an irrepressible positive and winning attitude
• Self-starter with the ability to work independently
• Detail-oriented with excellent problem-solving skills
• Team player who can work well in a collaborative environment
• Experience Needed:
• Experience managing 1000 employee schedules over a multi-day event.
• Scheduling tool management.
• Microsoft Outlook
• Slack
• Google sheets, docs, slides, and forms.
• Experience with RainFocus a plus.
• Executive Assistant experience is highly desirable.