EVENT PLANNER

Job Summary

The Event Planner is responsible for executing internal meetings, special events as well as the day-to-day management of the operation. The Event Planner will work directly with the customer on the coordination of booking meetings and events.

Key Responsibilities:

• Maintain a firm understanding of EMS software, to include Virtual EMS in order to guide customers through the request process, as needed.
• Oversee the strategic booking of space within the EMS system in order to ensure maximum utilization of the facilities by the customer.
• Correctly input cancellations for customers, in adherence to each respective service provider’s guidelines.
• Maintain a strong working knowledge of all operations, including audio visual, catering, room set-ups, cleaning services, and security. 
• Maintain positive customer relationships and ensures a timely response to all inquiries for space and/or service needs.
• Effectively plan and communicate, to all relevant internal departments and other service providers, the specific needs of the customer to include, room setup, audiovisual, and food and beverage requirements.
• Monitor and ensure the accuracy of catering and other charges, including cancellation charges, into the EMS system.
• Obtain correct billing information for food and beverage, equipment rentals, etc.  Monitors the accuracy of any such charges.
• Conduct customer site visits with designated groups.
• Ensures and prepares proper billing of events for internal and external customers
• Prepares event cost estimates for customers and maintains full ownership of the event, in accordance to the one stop shop model.
• Adopt the one stop shop model to guide the customer through the planning process, while remaining the primary point of contact for the overall event.
• Ensure last minute changes are made and communicated to the customer and relevant service providers.
• Maintain regular communication with all departments.
• Submit eServices tickets on behalf of the customer as needed.
• Visit assigned unit meeting rooms and meets with event organizers in the morning.
• Conduct “pre-con” meetings attended by customers, Event Planners, and key members of the operations staff to ensure a complete understanding on everyone’s part of the requirements for certain critical or large-scale events.  
• Conduct “post-conference” feedback sessions with the customer and relevant members of the operations staff, to obtain first-hand comments on certain critical or large-scale events.
• Ensure phone coverage during business hours.
• Monitor e-mails in WB events inbox, when assistance is needed at the Customer Care Desk or when the Bank is closed.
• Maintain a good understanding of Flik, Restaurant Associates & Client Organization, Services, and Standard Practices.
• Resolve booking challenges relating to space, timing, seniority issues, etc., calling upon the Lead Event Planner or AGM for input and assistance if necessary.

Preferred Qualifications:

• Superior quantitative, oral and written communications and problem-solving/strategizing skills
• Excellent overall computer skills with advanced knowledge of Excel and PowerPoint
• Proactive mindset to anticipate and support changes in our business
• Conformity to the highest standards of personal integrity and ethical behavior
• Exceptional customer service abilities