- Employee Support Strategy
- Confirm employee support strategy by building out requirements in order to confirm a list of employee attendees. This will include support from various teams for areas like:
- Breakout Sessions
- Keynote
- Sales, Field, and Executive Meetings
- Expo
- Marketing Core Team
- Marketing PMO, Events, Corp Comm, Creative, EAs
- Ask the Expert
- Executives
- Sponsors (and Partners)
- Analysts and Media
- Video
- Customer Marketing
- Design a pre-registration form in partnership with our registration team in RainFocus (event registration tool) to gather employee attendee information to be used for review and approval to register:
- Arrival/departure dates
- Expertise / Role
- Available windows to staff
- Contact information
- Emergency sub
- List Manager
- Manage and maintain employee list of all Workmates and assignments.
- Ensure form is fully filled out by all conference support & teams:
- Ensure the schedule remains updated.
- Manage all updates, swaps, removals, and/or add employees as needed.
- Upload and maintain the approved lists in the scheduling tool.
- Support Speaker and Expo List Management:
- Work with EXPO leads to confirm staffing needs, how it will work, and where to assign.
- Gather and consolidate all required workers to staff expo areas, including but not limited to:
- product demos/solutions
- Services
- Culture (i.e. VIBE, Opportunity Onramps, etc.)
- Activations mapping to Keynote
- Welcome and wayfinding counters
- Industries zone
- Support Single, Double, and Triple Session speaker job assignments & communications:
- Work with the content team to collect the list of session speakers who are tasked to also support shift(s) .
- Align to Expo volunteer shift needs.
- Create and distribute daily staffing sheets and issue daily no-show reports.
- Manage employee check-in area and lounge:
- Scan employee volunteers for shifts onsite.
- Advise the agency as to what is needed for the space - tables, chairs, power, etc.
- Communicate back to employee leads where this area will be so they can inform employees.
- Have a lounge area added to support maps/communications.
- Fill in with volunteer shifts as needed, due to employee no-show or illness.
- Executing VIP Strategy
- Meeting with subject matter experts to learn of the ins and outs of management.
- Create a VIP project plan and confirm milestones to achieve full VIP strategy which includes:
- Communication plan
- Resources like VIP tracker, VIP deck, VIP FAQ, etc.
- Execute all deliverables, experience, and perks for tiers of support.
- Enforce governance based on VIP tiers and established criteria.
- Establish relationships with key partners including by not limited to Executive Assistants, Housing lead, agency support staff, operations, Chiefs of Staff, security, etc.
- Support Operations Lead with all agency and VIP initiatives
- Possess existing relationships with key stylists, editors, producers and influence rs
- Contribute to innovative and tactical communications strategies
- Acts as the single point of contact responsible for the successful planning and execution of all VIPs attending Workday Rising which includes:
- Workday Executives
- Third Party Speakers / Talent
- Customers
- Prepares VIP agendas prior to visit, provides corporate materials and binders, and coordinates gifts
- Performs a wide range of administrative support duties as required, including but not limited to: using advanced PC/Mac applications, filing, directing phone and in-person requests for information, preparation of correspondence, travel coordination, etc.
- Manages the VIP coordination with approved external vendors
- Work closely with Operations Lead to ensure all VIP expenses are within budget
- Maintains accurate records for the VIP operations and maintains a live working schedule and notes for all activities at Workday Rising for VIPs.
- Performs a wide range of special projects as assigned by the Operations Lead.
- The main responsibilities of this position include managing the portfolio of VIP Workday Rising attendees delivering high-quality service and experience to these attendees.
- Devise and implement strategies to drive VIP experience, scale the program, and proper governance
- Craft personalized and unforgettable experiences for VIPs, fostering a deeper affinity with the Workday brand.
- Provide prompt and effective responses to inquiries from VIPs, swiftly resolving any issues or concerns they may have in a timely manner.
- Generate detailed reports on the VIP member portfolio, tracking key metrics and delivering valuable insights on their performance and preferences.
- As needed, contribute to the planning, attendance, and hosting of exclusive events for VIPs
- Performs all operational aspects of the VIP program including shipping and receiving, room drops, airport transfers, housing upgrades, badge pickup/delivery/printing, VIP data and records storage.
- Coordinate with VIP assistants/handlers to ensure all arrivals and departures are executed to expectation and flawlessly.
- Organization
- Communication
- High attention to detail.
- Collaboration
- Experience Design
- Events
- Cross-functional
- Customer service
- Possesses great self-confidence and an outgoing personality.
- Excellent interpersonal skills with an emphasis on relationship-building, retention, and growth
- Demonstrates an irrepressible positive and winning attitude.
- Self-starter with the ability to work independently.
- Detail-oriented with excellent problem-solving skills.
- Team player who can work well in a collaborative environment.
- Experience managing 1000+ employee schedules over a multi-day event.
- Scheduling tool management.
- Microsoft Outlook
- Slack
- Google sheets, docs, slides, and forms.
- Experience with RainFocus a plus.
- Executive Assistant experience is highly desirable.
- $38.79/hour - $51.72/hour
- Benefits: Medical, Dental, Vision, 401K
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Event Manager - Pleasanton, United States - Magnit
Description
Role Summary:
Join the Experience Marketing team to lead the strategy and management of employee scheduling and the execution of the VIP programs. In this business-critical role, you will be a pivotal piece of the operations workstream providing key support for all attending Workmates, and our VIP attendees (Executives, Customers, and Third-Party talent/speakers). This will include:
Employee Scheduler
Pre-event:
Onsite:
VIP Manager
Pre-event:
Onsite:
Skills Needed:
'
Experience Needed:
This is the pay range that Magnit reasonably expects to pay for this position:
