Events and Meeting Associate

Ultimate Staffing Services; Irvine (CA); On-site; USD 41,000 - 48,000; Part time

Job summary

Ultimate Staffing Services in Irvine, CA is seeking an Events and Meeting Associate to support conference services activities and logistics for campus events and spaces. You will engage with internal planners, educate on space capabilities, and collaborate with cross-functional teams to ensure smooth event operations.

The role is a W-2 contract for 6 months and requires a Bachelor's degree with 1 year of meetings and events experience; familiarity with Coupa, ECLM, and Cvent is a plus, along

Qualifications

• Bachelor's degree in a related field is required.
• 1 year of meetings and events experience or equivalent work history.

Responsibilities

• Execute day-to-day meetings and events activities and logistics for Irvine campus spaces.
• Engage with stakeholders on meeting and event needs and educate on space capabilities and guidelines.
• Review setup requirements with cross-functional teams and provide solutions on best action.
• Support large scale meetings by attending discovery sessions and site visits.
• Generate and distribute reports; upload contracts and monitor approvals in CLM systems.
• Onboard suppliers and create requisitions/purchase orders in source-to-pay systems.

Skills

Meeting coordination

Stakeholder communication

Event logistics

Education

Bachelor's degree

Tools

Coupa

ECLM

Cvent

Event diagramming tools

Job description

Events and Meeting Associate (JN -092026-430669) Irvine, California

Salary: USD30 - USD35 per hour

W-2 Contract Role

Duration - 6 Months

Location - Irvine, CA 92606

Pay - $30 to $35/hour

Applies professional expertise and judgment to support conference services activities and business outcomes.

Key Responsibilities:

• Executes the completion of day-to-day work of meetings and events activities and logistics for the Irvine campus managed event spaces; Engage with stakeholders (e.g., internal meeting and event planners) on meeting and event needs. Educate and inform stakeholders on space capabilities and current guidelines. Reviews meetings & events set up requirements with cross-functional teams (AV, Catering, etc.), identifies discrepancies and provide solutions on best course of action. Supports large scale meetings by attending discovery sessions, site visits, perform related tasks.
• Generate, revises and distributes reports; updates negotiations tracker and campus event reports. Uploads contracts into enterprise contracts lifecycle management system (ECLM) and monitors approvals and execution of contracts. Onboards new suppliers, creates requisitions/purchase orders in source-to-pay system (e.g., Coupa).
• Contributes to the development of guidelines and procedures for conference services programs. Provides input and assists with development and execution of milestone and change management plans for conference services programs. Communicates status and gathers data to understand project limitations. Participates in process mapping and requirements gathering sessions, training material development, streamlining transitions, and improvement adoption. Maintains intranet sites.
• Assists with the development of communication materials and presents programs to employees (e.g., new initiatives, key program updates) under the guidance of management. Assists in development of communications and implementation strategies for both new and current programs.
• Adheres to all company rules and requirements and takes adequate control measures in preventing injuries to themselves and others as well as for the protection of environment and prevention of pollution under their span of influence/control.
• Incidental: Establish and maintain resources and tools to facilitate consistent, high-quality standards and best-in-class service for employees.

Education and Experience:

• Bachelor's Degree in in related field, 1 Year experience of meetings and events experience or equivalent work experience based on company criteria Required
• Experience working in a regulated industry or equivalent work experience based on company criteria Preferred

Additional Skills:

• Experience with Coupa or other similar source to pay software and working with contract lifecycle management (ECLM) software preferred
• Experience with Cvent or related event management software tool
• Experience using event diagramming and seating tools preferred
• Excellent written and verbal communication skills, and interpersonal relationship skills
• Good understanding and knowledge of principles, theories, and concepts relevant to managing small scale project plans
• Ability to interact professionally with all organizational levels and proactively elevate issues to appropriate levels of management in the organization
• Ability to develop and maintain influential and collaborative relationships at a variety of levels
• Ability to adapt to rapidly changing environment
• Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health & Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control