• Event Planner

    Location US-PA-Audubon
    Posted Date 1 week ago(4/12/2018 11:30 AM)
    Job ID
    2018-2994
    # Positions
    1
    Category
    Other
  • General Position Summary

    The Event Planner is a highly-energetic, flexible and customer-focused professional who provides exceptional customer service to all PJM members, visitors and guests who interact with PJM, either by telephone or on PJM’s premises.

    The Event Planner enhances PJM’s effectiveness by providing information-management support; representing the business to others (internally/externally) and provides administrative support services, as required by management. The following is a summary of the position expectations:

    The Event Planner will be responsible for supporting the PJM internal and external meeting process by providing a single point of contact for meeting logistics. The Event Planner will be responsible for coordination of various vendors to provide all logistical support required for any meeting. The Event Planner will work with multiple departments within PJM to plan and schedule meetings. This Event Planner must be motivated to learn industry business and technology.

    Customer Service – Possesses excellent communication skills (professionalism, friendliness and willingness) to assist all visitors to the PJM premises in the conduct of their business-related activities while on PJM’s premises.

    PJM’s Corporate Web Site – The Event Planner will be responsible for ensuring that PJM’s web site content for meetings is updated in a timely fashion.

    Administrative support – Assist in the transcription, formatting, inputting, editing, retrieving, copying and transmitting of text, data and graphics using the Microsoft Office Suite. Special assignments may be assigned as required.

    Customer Confidence - Maintain customer confidence and protect operations by working in a team-based fashion and maintaining the confidentiality of information.

    Essential Duties and Responsibilities

    • Administrative tasks in general, including creation, transcription, mailing or business documents utilizing the MSOffice suite (Word, Excel, PowerPoint, and Outlook).
    • Demonstrates proficiency in the use of automated tools required to perform this job in a competent and professional manner.
    • Through the assistance of automated tools, schedules conference calls, meeting rooms and assists with the coordination of tours and large meetings. Coordinates scheduling of hotels, catering services, reconciliation of invoices, and audiovisual equipment to support both internal and external meetings and training.
    • Negotiates and represents PJM during site visits and tours to ensure the best price, space (logistics) for PJM events. Partner with PJM Procurement dept to ensure all services are rendered at the most competitive price point available. Reconcile billing invoices against estimated expenses.
    • Communicate event details consistently with vendors, clients, employees at all levels of the organization to ensure all involved parties understand event purpose and outcome.
    • Creates and documents a desk procedure or guideline for each event with proposed vendors, lessons learned and customer/member feedback for enhancement and changes.
    • Partners with Corporate Communications to ensure all events utilize PJM branding/collateral for publicity purposes.
    • Maintains positive relations with other PJM departments in order to ensure a quality event. Ability to work with PJM staff to problem solve.
    • Serves as the point of contact for incoming inquiries and requests for internal, external and international events.
    • Prepares various documents, such as SAP Check Requests, SAP Time Entry, Contracts, Purchase Orders and Goods Receipts according to established company procedures.
    • Understands and follows office policy and procedure.
    • Maintains files and records according to a consistent filing system.
    • Retrieves documents as requested and maintains appropriate records. Performs other routine clerical/administrative duties, as assigned.
    • Monitor operator assisted calls
    • Other duties as assigned.

    Characteristics and Qualifications

    Required

    • BS, Business Administration or Equivalent work experience Conference Services
    • At least 5 years of experience Meeting and Event Coordination/Planning
    • Ability to produce high-quality work products with attention to detail
    • Ability to communicate effectively in a team environment
    • Experience using verbal and written communications skills
    • Ability to use Microsoft Office Suite (MS-Word, MS-Excel and MS-PowerPoint)
    • Experience in customer service/support
    • Experience in coordinating and planning large events
    • Ability to develop strong relationships with multiple departments and divisions


    Preferred

    • BS, Business Administration
    • At least 5 years of experience Conference Services
    • Experience with PJM operations, markets, and planning functions
    • Experience supporting any of PJM Committees
    • Experience with Delphi and Contract Negotiations
    • Other CMP Upon Hire

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