Description
JOB DESCRIPTIONChubb is seeking an Events Specialist to join the North America (NA) Marketing & Communication Events team. In this role, you will be responsible for managing the full life cycle of assigned events and meetings across the organization. Additionally, you will support event logistics, planning, and provide on-site assistance for larger marquee events. The ideal candidate is a self-starter with strong business operations skills, sound decision-making abilities, and proven experience in planning and executing corporate meetings and events.
The Event Specialist will report to the Assistant Vice President, Events - NA Marketing & Communication.
This is a hybrid-remote position with a periodic need for workdays within the Whitehouse Station, NJ office. Travel to plan and support events within North America is necessary.
Responsibilities:
- Planning and execution of assigned North America events as directed
- Coordinate and execute pre-planning, on-site and post-event logistics not limited to:
- Timeline creation and management
- Oversee the guest invitation and registration process
- Management of hotel rooming blocks
- Upkeep of attendee data and other relevant list management
- Meeting space coordination of food & beverage, room layouts, seating assignments, name tags, décor and A/V as needed
- Ground transportation arrangements for guests though local vendor or ride share platforms
- Assist with reconciliation of post-event finances, recaps, surveys and analytical presentations
- Source, negotiate and manage relationships with vendors, venues and service providers to secure the best options for each event
- Provide on-site event support, including but not limited to overseeing setup, managing staff and troubleshooting any challenges during the event
- Work with internal groups and external vendors to produce necessary creative and production elements
- Collaborate with internal business stakeholders to execute upon their division's specific needs with an event.
- Create and distribute event materials, such as invitations, agendas, name tags, and signage
- Ability to adhere to forecasted budget, manage and balance assigned budget per event, ensuring cost efficiency and adherence to company financial guidelines
- Possess a solid understanding of event technology system, as well as the ability to learn and navigate in new software platforms (Swoogo, TicketManager)
- Oversee event registration processes, including managing attendee lists, creating registration platforms and handling inquiries
- Assist with content creation of event mobile apps within the event registration platform.
- Preform administrative duties as needed (meeting notes, calendar upkeep, shipping, storage organization, vendor onboarding and payment processing, contract review coordination)
QUALIFICATIONS
- Bachelor's degree required
- 4+ years of experience in an administrative, hospitality or event planning role
- Proficiency and ability to learn third-party software as needed (TicketMaster, TicketManager, Swoogo)
- Budgeting experience a plus
- Proficiency with Microsoft Word, Excel, PowerPoint and Outlook
- Must be accessible on nights and weekends when covering for the Corporate Ticket Specialist
- Ability to travel 30%; Nights, weekends and extended days as needed
- Excellent oral and written communication skills
- Strong project management skills with the ability to manage multiple projects simultaneously
- Analytical skills with a high degree of attention to detail
- Capable of prioritizing projects and taking initiative when necessary
- Can foster a collaborative working environment and build trust with others
- Resourceful, continuously helping the team adapt to the latest technology and collaboration tools
- Takes ownership and responsibility for tasks and sees them through with a high-performance mindset.
ABOUT US
Chubb is a world leader in insurance. With operations in 54 countries, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance, and life insurance to a diverse group of clients. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.
At Chubb, we are committed to equal employment opportunity and compliance with all laws and regulations pertaining to it. Our policy is to provide employment, training, compensation, promotion, and other conditions or opportunities of employment, without regard to race, color, religious creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, medical condition, genetic information, military and veteran status, age, and pregnancy or any other characteristic protected by law. Performance and qualifications are the only basis upon which we hire, assign, promote, compensate, develop and retain employees. Chubb prohibits all unlawful discrimination, harassment and retaliation against any individual who reports discrimination or harassment.