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Onboarding Event Specialist

The Onboarding Event Specialist will work to operationally support and oversee Onboarding events and programs in the EMEA and APAC regions. The ideal candidate will be a detail-oriented, get-things-done professional who can operationalize processes, work well under pressure, and has a history of providing exceptional customer service. They will exhibit great communication, teamwork, motivation, and an upbeat attitude. This person will be highly organized, productive, poised, and able to thrive in high-pressure, time-sensitive scenarios, and able to adapt to rapidly changing requirements.

 

Responsibilities:

  • Oversight of task completion for vendor team of Coordinators on site in each region via event checklists and process documentation  
  • Back up coverage for regional Coordinators as needed, managing events when multiple programs are being held in region 
  • Carry out strategy for scalability and operational impact in partnership with Onboarding Operations Lead
  • Partner with Onboarding Operations Lead to drive decisions and strategy with all International Stakeholders 
  • Partner with Facilitators to ideate operational efficiencies in program 
  • Close partnership with Event Specialists in Menlo Park to align all programs across regions
  • Escalation point for vendor Coordinators. XFN partners, and Facilitators in region 
  • Completion of tasks associated to the event via checklists when providing coverage or when multiple programs are taking place 
  • Responsible for oversight of the completion of event set up and take down in each region, including room set up the week prior
  • SME for overall programs in each region 
  • Partners with and fosters relationships with international Stakeholders, XFN partners, Facilitators, Presenters, etc. 
  • Account for and track all event expenses in the expense tracker
  • Manage the event playbook, including all documentation and edits
  • Regular audits of process documentation to ensure correct formatting and global alignment
  • Oversight of materials inventory and tracking internationally 
  • Manage Coordinator scheduling in the Learning Management System

Skills


Requirements:

  • Customer service, communication and cross group collaboration skills
  • Comfortable working through ambiguity and uncertainty in a fast paced, ever-changing work environment
  • Excellent project management, process improvement, and problem solving capabilities
  • Strong time management, attention to detail, and ability to multi-task across concurrent projects and timezones is essential
  • Self-directed and work in a team environment as well as independently, with minimal supervision
  • Comfortable with public speaking and in a large event atmosphere
  • Willing to work beyond working hours for events
  • Ability to work across various levels of the organization, while building trust and fostering collaboration
  • MS Office (Word, Excel, Outlook, PowerPoint, Access, GSuite, Keynote)
  • Able to work in a team environment as well as independently, with minimal supervision

 

Preferred Qualifications:

  • Event management experience
  • Project Management (PMP / PMI) certification
  • Analytical and data experience, reporting skills
  • Experience in L&D Program Operations
  • Experience managing an outsourced vendor relationship
  • Salesforce, Workday and LMS experience
  • Bachelors degree
  • 5+ years of experience in either event management or project management
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