Meeting & Events Associate - Fountain Valley CA

Company: CBRE
Location: Fountain Valley
Posted on: March 12, 2025

Job Description:

Meeting & Events Associate - Fountain Valley CA

Job ID

208327

Posted

26-Feb-2025

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Customer Service

Location(s)

Fountain Valley - California - United States of America

ABOUT THE ROLE:

The Meeting & Events Associate leads successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team. The Meetings & Events Associate position is a direct report of the Events Tech Supervisor.

In this role, you will be responsible for guiding event clients through the full scope of the planning process, including furniture and equipment configurations, audio-visual requirements, food & beverage service, transportation, and other event attendee services. In addition, you would be responsible for ensuring that the logistics of events are run efficiently, meeting Host's standards. You will prepare event spaces in advance, assist with vendor space access and support event wrap-up activities.

The Meeting & Events Associate manages the master events calendar, confirms event requirements, and ensures operations stakeholders fully understand requirements through management of communication channels, briefing, and planning meetings.

WHAT YOU'LL DO:

• May serve as the primary point of contact for high profile and/or large engagements.
• Support Events Team with administrative duties including creating and maintaining documents and updating Google Drive reference documents.
• Accountable to develop and communicate end-to-end complex event plans to ensure flawless execution of meetings and events.
• Exercises sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experiences.
• Assist in planning complex meetings and events calendar for medium to large sized event space.
• Communicates events schedules with all required partners, vendors and service providers.
• Responsible for all communications, planning meetings with event staff, and proactively planning logistics across the master calendar.
• Respond to event requests through the Internal Event Tool within the designated SLA, making sure that metrics are met.
• Responsible for pre-event planning, greeting event hosts upon arrival, introducing service delivery teams to clients, answering questions, ensuring understanding of details of events between host and service delivery team and post event reporting and reconciliation. Assist with pre-event planning and coordination as assigned or directed. Scope may include participating in on-site walk-thrus with clients, meeting planners, meeting hosts, and vendors. This includes but is not limited to: problem-solving issues, directing event set-up, communicating with staff, organizing vendors, supporting attendee/speaker requests, communicating/collaborating power needs and requests with setup team.
• Manage each event as a project from planning through execution.
• Responsible for ensuring parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. This includes creating and managing detailed event planning timelines, ensuring deadlines are met on time and with high quality, creatively troubleshoot issues, ensuring effective handoff to service delivery team, monitoring the progress and schedule of events and tasks, communicating with stakeholders, management, and other relevant parties.
• Responsible for building and maintaining work relationships with internal and external clients in a timely and professional manner.
• Participates and/or leads planning calls, representing the site and ensuring all event aspects are in accordance with building safety and security regulations.
• Coordinate with internal partners as well as with outside vendors and event professionals to manage client expectations on time and with high quality.
• Creates and distributes banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floorplans for set-up, event flow, and event strike details.
• Key contact for the event in ensuring seamless event delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on-site logistics including managing vendors ensuring a certificate of insurance is on file, load in and set up is on time and in adherence to building/site policies and is a point of escalation should an issue arise.
• Capture post-event reporting and reconciliation and suggests recommendations for continuous improvement and cost / process efficiencies.
• Oversee events on the day of, including problem-solving, coordinating and participating in event set-up, communicating with staff, and coordinating/participating in tear-down.
• Accountable for ensuring deadlines are met on time and with high quality. Pays attention to detail and ensure event setups are complete & presentable.
• Demonstrate commitment to achieving client satisfaction and employee engagement targets for the organization and department(s).
• Gives direction, motivation, and guidance to the team members to ensure we meet standards and exceed customer satisfaction.
• Meetings & Events Associate schedule will be flexible pertaining to daily events.
• Maintain outlines of space configurations, requirements and limitations for each event space, and other event related event items as needed. May manage inventory of event supplies (i.e. furniture and other event items etc.). May work on inventory control and routine inspection of equipment.
• Responsible for post-event task completion and reconciliation.
• May serve as the primary point of contact for smaller meetings and events, and as support for larger and more complex meetings and events.
• May create event timelines as needed and engage with event stakeholders.
• Accountable for ensuring deadlines are met on time and with high quality.
• Assists with updating and creating training documents, and other Event specific documents as needed.
• May perform other support duties and functions as assigned such as administration, clerical, and printing/copying.
  
  
  
  WHAT YOU'LL NEED
  
  HS Diploma or GED required .
  
  No work experience is required but 1 to 2 years of prior work experience in event coordination, retail, restaurant, customer service or other hospitality experience preferred.
  
  Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
  
  Comfortable meeting and engaging with new people.
  
  Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
  
  Utilize a high level of attention to detail as well as strong interpersonal skills.
  
  Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.
  
  Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
  
  Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
  
  Good organizational skills. Must work well under pressure with multiple deadlines and demonstrate a proactive approach to routine and non-routine occurrences .
  
  Proficiency in Microsoft Office and ability to work in multiple software platforms and applications.
  
  Ability to work flexible work schedules based on business need .
  
  Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 35 lbs. and occasionally lift/move up to 50 lbs.
  
  
  
  CBRE carefully considers multiple factors to determine compensation, including a candidate's education, training, and experience. The minimum salary for the Meeting & Events Associate position is $24.04 per hour and the maximum salary for the position is $27.40 per hour. The compensation that is offered to a successful candidate will depend on the candidate's skills, qualifications, and experience.
  
  Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.
  
  Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company's success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).
  
  NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.
  
  Host
  
  Host is a service line of CBRE, the world's largest commercial real estate organization. Our mission is to increase individual well-being, personal productivity and organizational effectiveness through people-led, technology-enabled services. Put simply: our goal is to help people work smarter and delight in doing it.
  
  Our experience offering connects employees to their environments - via technology, amenities, and communities that matter the most. Host's scalable product suite includes concierge-quality services provided by talented CBRE "hosts"; world-class customer service training and certification; and a powerful, enterprise-grade technology platform.
  
  The platform, which can be tailored to specific client requirements, features a robust mobile experience that allows users to navigate the workplace, schedule meetings with colleagues, reserve workspaces, use food and beverage services, and access building and concierge services.
  
  Find out more

Keywords: CBRE, Fountain Valley , Meeting & Events Associate - Fountain Valley CA, Other , Fountain Valley, California