Job DescriptionChubb is seeking an
Associate Director, Events - NA Marketing & Communications to join our North America 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. This role is forward-facing, therefore comfortability with clients and executive leadership is required.
The Associate Director, Events will report to the Assistant Vice President, Events - NA Marketing & Communications.
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- Full life-cycle planning and execution of assigned mid-sized North America meetings and events; Flexibility to manage smaller portions or projects within a larger marquee event
- 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 room 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 systems; i.e. Event Registration (Swoogo)
- Oversee event registration processes, including managing attendee lists, creating registration platforms and handling inquiries
- Responsible for creating and maintaining content for event-specific mobile apps, partnering with the registration team member to build the app, and independently managing all content updates within the platform
- Preform administrative duties as needed including, but not limited to: meeting notes and recaps, master event calendar upkeep, event shipping and receiving, storage organization and inventorying, vendor onboarding and payment processing.
Qualifications- Bachelor's degree required
- Preferred 6+ years of experience in a hospitality or event planning role
- Able to manage the full life cycle of assigned events with limited assistance and supervision on most logistics
- Ability to learn third-party software as needed (TicketMaster, TicketManager, Swoogo)
- Proficiency with Microsoft Word, Excel, PowerPoint, Adobe and Outlook
- 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
- Able to perform in high stress environments
- 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
- Ability to travel 30%; Nights, weekends and extended work hours as needed
The pay range for the role is $75,900-$111,100.
The specific offer will depend on an applicant's skills and other factors. This role may also be eligible to participate in a discretionary annual incentive program. Chubb offers a comprehensive benefits package, more details on which can be found on our careers website. The disclosed pay range estimate may be adjusted for the applicable geographic differential for the location in which the position is filled.
