POSITION OBJECTIVE/ JOB DESCRIPTION: The candidate will provide event marketing project management and logistics coordination, primarily in support of Citi's senior management visits, regional strategic initiatives and key meetings and events. Event Marketing activities include planning of client and internal meetings to be attended by senior management, and also other meetings & events as may be allocated for businesses across Citi. The candidate will be responsible for timely and accurate completion of all planning, logistics arrangements, coordination of meetings and events working with country contacts from across the APAC region, post-event analysis and reporting and providing exceptional customer service. The position is based full time in Hong Kong and will report to the Asia Pacific Regional Head, Global Event Marketing, Citi. PRINCIPAL RESPONSIBILITIES: Meetings Management
Plan and execute complex, high-level meetings and events involving Citi's senior management team. Act as owner of all components of the assigned project. Manage and direct all program details including planning, budgeting, approval process review, risk controls and implementation.
Plan and manage detailed itineraries for senior visitors/ management working closely with global/ regional/ country stakeholders, vendors and partners. Manage all associated meeting & event logistics and prepare for contingency plans.
Collaborate with GEM Business Unit Managers on event strategies and special projects.
Executive Briefing Documents
Prepare and consolidate all required meeting materials, schedules, logistics details and briefing documents and ensure the executive briefing package is provided in advance to the senior management.
Work collaboratively with all key stakeholders to ensure documents are received timely, created and updated against tight timelines to support a seamless meeting and client experience.
Develop and review all logistical materials to be distributed to senior participants on-site.
Hospitality & Client Service
Provide service excellence to all internal/ external clients and act solution-oriented.
Generate ideas to expand client perceptions to help drive results, identify and implement cost savings.
Risk & Control
Support all Citi Expense Management (CEMP) initiatives and maintain accurate budgets that help to generate ROI. Conduct travel and event risk evaluations.
Manage metrics reporting and event close out process in line with Global Event Marketing's policies and procedures, including invoice payment and final budget reconciliation.
Partner with colleagues and vendors on details regarding travel, transportation, hospitality, venues, audio visual equipment, etc.
Review and negotiate contracts to receive the best possible rates.
Conduct safety and risk assessment of third party vendors in accordance with Citi's third party management program.
Audiovisual and Technology Management
At Citi facilities, initiate and partner with Citi technology and audio visual services to ensure appropriate equipment is included for all programs.
Work directly with dedicated technicians; secure video conferencing, video recording and all pertinent meeting related equipment and services.
Partner with third party vendors for onsite audiovisual and technology support at non-Citi venues.
Branding & Creativity
Ensure program branding (marketing materials, signage, and displays) at all events meet Citi requirements and marketing/branding goals.
Develop and implement methods to evaluate overall event value to the business.
Websites and Content
When required, initiate development of web registration sites with the GEM Operations team. Manage the design elements of marketing material associated with programs including event websites, save the dates, invitations, etc.
Review content to ensure accuracy. Respond to attendee enquiries noted on registration forms.
Provide reports to Citi host/ key stakeholders on a consistent basis indicating changes or updates.
Strong C-Suite client relationship management skills with proven success in being customer-focused; ability to interact effectively with senior leadership and to develop constructive relationships with more senior colleagues
Strong negotiation and communication skills
Must have proficiency in spoken and written English
Flexibility in work hours - must be able to work non-traditional hours and weekends, and have a flexible travel schedule when required
Collaborative "team player" orientation with a strong regional cultural awareness
Minimum 5+ years in the Event Marketing or Hospitality Industry
Minimum of 3 years senior project management experience
Extensive knowledge of destinations and meeting industry, particularly throughout the Asia Pacific (APAC) region
Marketing and/ or Advertising background will be a plus
Knowledge of event trends that affect financial services industry and conference centers; read financial and marketing publications, keep current on cultural and sporting events and restaurant reviews to ensure ideas are innovative
High level of computer skills including Word, Excel, PowerPoint, Outlook, knowledge of database management
Willing to travel up to 30% of time
Ability to effectively manage multiple priorities simultaneously in a fast-paced environment
Excellent time management skills to handle projects that have long and short lead times
Strong relationship management skills with colleagues of all levels; proven success in being people-focused
Good procurement and negotiation skills with quantitative and analytical skills
Highly customer focused with the ability to promote a high-service culture within the team
Excellent communication skills, with experience communicating and managing at a senior level
Demonstrated leadership and management skills
Strong analytical, problem solving and reporting skills
Citi Leadership Standards: Any individual joining or working within Citi will also be expected to exemplify the following Leadership Standards. Candidates will be asked to demonstrate evidence against these principles, where applicable, during the selection process: