Events Planner

Job description

Fully integrated in the BNP Paribas Group, BNP Paribas Corporate and Institutional Banking (CIB) is a leading provider of solutions to two client franchises: corporates and institutionals, and operates across EMEA (Europe Middle East Africa), APAC (Asia Pacific) and the Americas. The bank is a global leader in Debt Capital Markets and Derivatives. It is a top European house in Equity Capital Markets and it has leading franchises in Specialized Financing. In Securities Services, it is a top five House worldwide. BNP Paribas CIB strives to service the global economy by providing solutions to its clients in financing (ECM, DCM, specialized financing), flow banking (trade finance and cash management), financial advisory (M&A, project finance), global markets (interest rates, credit, foreign exchange, equity derivatives), risk management, and securities services. www.cib.bnpparibas

BNP Paribas’ Global Markets (GM) business offers a broad range of products and services in the global interest rate, credit, currency, equities & commodity markets. Global Markets help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organizations.

Global Markets has the scale and reach to conduct business anywhere in the world and deliver products denominated in almost all of the world’s currencies. Their global network comprises more than 3,000 professionals working on our six main trading floors in London, Hong Kong, New York, Paris, Singapore and Tokyo. They are supported by regional offices throughout Europe, the Americas, Middle East and Asia-Pacific.

RESPONSIBILITIES

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Event Planning – liaise with stakeholders to determine overall goal of their event. Plan and execute logistics including venue negotiations, proposals and contracting, timelines, budget planning and reconciliation, content development and speaker management, marketing materials and web development, RSVP management and reporting, agenda creation, audio-visual, event technology, entertainment, transportation, signage and post-conference summaries.

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Roadshow coordinator - responsible for the preparation, execution, and follow through of roadshows scheduled in the US for incoming economists and strategists. This includes, working cohesively with incoming economists / strategists and local sales people. Key Responsibilities:

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Maintain and update meeting requests through Sharepoint to ensure that meetings are scheduled based on priority accounts

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Follow-up with Sales to ensure meetings are logged and tracked in CRM database

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Work with Marketing and Compliance to ensure all necessary local approvals are received for all marketing collateral

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Prepare and coordinate delivery of materials for team and client meetings; including presentations and client briefings

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Coordinate travel and logistics; including, ground transportation, hotel and restaurant recommendations, and liaising with attendees/external coordinators

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Event Administration Management – oversee data reconciliation post event; maintain monthly Compliance gift & entertainment logs; create quarterly event budget reports; maintain database of local venues

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After every event, cross reference final attendee list to ensure that all participants have been captured in Client1st/CRMLite

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If clients and internals have not been added to Client1st/CRMLite, reminders need to be sent to the sales person to add their client(s) into the system

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Ensure that final budgets are added to each event in Client1st/CRMLite

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Ensure all participants have been added so the per head cost is accurate

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Work with the local events team each month to collate client event attendees into one concise report

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Submit to management for sign-off

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Compile each monthly log into a running Master log

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Be the point of contact when sales has questions regarding whether or not a client has received a gift YTD

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Export YTD events budget for every GBL from Client1st

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Create clear & concise reports which show the list of events, cost of each event, YTD spend and remaining budget

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Circulate budget to each budget owner on a quarterly basis

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Maintain a database of all local venues – hotels, restaurants, meeting spaces etc.

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Database will include pictures of the space, size and point of contact for each venue

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Research all new venues and provide updates to the team

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Creation of invitations, presentations and Event Apps - Create a library of invitation templates to be used on various types of events – eg. generic invites for conferences, roundtables, cocktail receptions, keynote speakers, sporting events, teambuilding etc.

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Create generic PPT templates which can be used for larger events that the team can use when collating presentations. The templates will cover page, agenda, title slide, page holders, disclaimers,

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Build registration page and event app for larger events

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Add all necessary content such as – introduction, description of the event, agenda, map, etc.

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Create bio page for all speakers and internal attendees

SKILLS

The role requires a proactive individual with strong time management skills, and an ability to solve problems quickly in a fast-paced environment. An ideal candidate can work independently to meet project deadlines without depending on detailed supervised direction. Additionally, candidate must have knowledge of the banking industry and excellent oral and written communications skills. Candidate should have availability to train abroad to learn role and responsibilities. Additionally, the candidate should be able to work a late shift to coordinate with a team in the United States.

Preferred Experience :

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2+ years of Events Experience

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A Bachelor's degree in a related field

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Language proficiency in English

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Advanced Excel and PPT proficiency skills