Meetings & Events, Assistant Program Manager

3 weeks ago


Singapore Jones Lang Lasalle Property Consultants Pte Ltd Full time
Meetings & Events, Assistant Program Manager

Work Dynamics - Integrated Facilities Management

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

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