Leadership Program Administrator & Event Planning

Tokio Marine North America Services; Jersey City (NJ); On-site; USD 67,000 - 83,000; Full time

Job summary

Tokio Marine North America Services seeks an experienced events professional to support leadership development programs, planning multi-day events for 50–100 participants and 10–15 virtual trainings across North America. You will manage content, vendor contracts, logistics, and participant communications, and oversee program evaluation to drive continuous improvement.

Additionally, provide design and branding support for materials, coordinate onsite logistics, and ensure on-time execution and

Qualifications

• 2–4 years in event planning or conference management with logistics booking.
• 2–4 years vendor management/relations and contract knowledge.
• HR or training experience is a plus.
• Strong project management and MS Office/PowerPoint skills.
• Ability to administer a social networking site for participants.

Responsibilities

• Manage content for the leadership program, including presentations, participant materials, and rosters.
• Coordinate event logistics: hotels, transportation, catering, signage, IT, and venues.
• Develop participant communications and packets, name tags, and gift items.
• Administer mentorship program and oversee program evaluation and continuous improvement.
• Negotiate contracts with vendors, manage invoices, and provide onsite event support.
• Ensure standards and requirements are maintained across events.

Skills

Event planning

Vendor management

Project management

PowerPoint

Time management

Attention to detail

Problem solving

Self-management

Customer service

Social networking site administration

Tools

Microsoft Office

Job description

Works collaboratively with the SVP of Talent Management and Organizational Development to execute two annual multi-faceted leadership development programs. Provides support, event planning, and program coordination for six to eight annual multi-day events for 50-100 participants, plus 10-15 additional virtual trainings. Supports other enterprise talent development activities and events across North America.

Essential Job Functions:

Manages all aspects of content associated with the leadership program, including PPT Presentations, facilitator outlines, participant materials, handouts, and rosters. Provides drafting, updating, version control and copy editing. Develops participant packets, name tags, and gift items. Provides design and branding support for program materials and supplies. Administrates and coordinates a mentorship program for participants. Analyzes and manages training evaluation process and implements continuous improvement on instructional material in collaboration with Management. Provides support for program teambuilding events: Researches vendors, analyzes options, provides pricing reviews, makes recommendations. Collaborates on the development of custom activities. Develops and executes participant communications, including pre-packets, pre-work instructions, participant correspondence. Develops and administrates a social media site dedicated to participant communications. Manages all program logistics, including hotel, transportation, catering, signage, displays, materials, facilities, and IT needs. Administrates the program’s project plan, ensuring alignment and completion of all related event tasks. Provides vendor management: Negotiates and administrates contracts with service providers; Manages BEOs; Handles all invoicing; Manages vendor appointments and communications. Serve as liaison with vendors on event-related matters. Manages program invoices and expense payments. Provides onsite event support. Ensures that standards and requirements are maintained on an on-going basis.

Qualifications:

• 2-4 years of experience working with event planning or conference management in a corporate, educational or non-profit setting with a focus on booking logistics: Hotels, caterers, transportation services, etc.
• 2-4 years of experience with vendor management/relations: Analysis of costs, negotiations, understanding of contracts and contract management, vendor selection process, invoicing and payment.
• HR or training experience a plus.
• Understanding of event planning process.
• Understanding of basic Human Resources, training, and/or talent development principles a plus.
• Superior project management skills: Plan, organize, monitor, and control projects, ensuring efficient utilization of resources, to achieve project objectives and deadlines.
• Ability to administrate a social networking site: Set up user profiles, post documents and photos, update announcements.
• Superior customer service orientation: Responsive, courteous, and professional to program participants and key stakeholders.
• Strong knowledge of Microsoft Office, especially superior PowerPoint skills.
• Superior time management ability: Ability to multi-task, prioritize key rate determining factors, and meet deadlines.
• Strong attention to detail.
• High problem solving skills: ability to independently analyze a situation and develop possible solutions, thinks creatively to improve processes and best end result.
• Ability to self-manage and work independently and without supervision.

Salary range $67,000 to $83,000. Ultimate salary offered will be based on factors such as applicant experience and geographic location. Our company offers a competitive benefits package and bonus eligibility on top of base.