Events Manager
American Cybersystems, Inc.

Innova Solutions is immediately hiring for a Events Manager

Position type: Full-time Contract
Duration: 3+ months
Location: Pleasanton, CA, 2-3 days onsite

As a(n) Events Manager you will:

Must Have

• Brand Events PM
• Collaboration Skills
• Corporate Event Manager
• Events Management
• google sheets
• Google slides
• Microsoft Outlook
• Project Management
• Scheduling
• Slack
• VIP handling
• VIP management
• VIPs management

Nice To Have

• Rainfocus experience

JOB DESCRIPTION
Join the Experience Marketing team to lead the strategy and management of employee scheduling and the execution of the VIP program for DevCon (June) and Workday Rising (September). In this business critical role you will be a pivotal piece of the Operations workstream providing key support for all attending Workmates, and our VIP of attendees (Workday Executives, Customers, and Third-Party talent/speakers). This will include:
Employee Scheduler
Pre-event:

• Employee Support Strategy
  • • Confirm employee support strategy by building out requirements in order to confirm a list of employee attendees. This will include support from various teams for areas like:
      • Breakout Sessions
      • Keynote
      • Sales, Field, and Executive Meetings
      • Expo
      • Marketing Core Team
      • Marketing PMO, Events, Corp Comm, Creative, EAs
      • Ask the Expert
      • Executives
      • Sponsors (and Partners)
      • Analysts and Media
      • Video
      • Customer Marketing
    • Design pre-registration form in partnership with our registration team in RainFocus (event registration tool) to gather employee attendee information to be used for review and approval to register:
      • Arrival/departure dates
      • Expertise / Role
      • Available windows to staff
      • Contact information
      • Emergency sub

• List Manager
  • • Manage and maintain employee list of all Workmates and assignments.
    • Ensure form is fully filled out by all conference support & teams:
    • Ensure the schedule remains updated.
    • Manage all updates, swaps, removals, and/or add employees as needed.
    • Upload and maintain the approved lists in the scheduling tool.

• Support Speaker and Expo List Management:
  • Work with EXPO leads to confirm staffing needs, how it will work, and where to assign.
  • Gather and consolidate all required workers to staff expo areas, including but not limited to:
    • product demos/solutions
    • Services
    • Culture (i.e. VIBE, Opportunity Onramps, etc.)
    • Activations mapping to Keynote
    • Welcome and wayfinding counters
    • Industries zone
  • Support Single, Double, and Triple Session speaker job assignments & communications:
    • Work with the content team to collect the list of session speakers who are tasked to also support shift(s) .
    • Align to Expo volunteer shift needs.

Onsite:

• Create and distribute daily staffing sheets and issue daily "no show" reports.
• Manage employee check-in area and lounge:
  • Scan employee volunteers for shifts onsite.
  • Advise to the agency as to what is needed for the space - tables, chairs, power, etc.
  • Communicate back to employee leads where this area will be so they can inform employees.
  • Have lounge area added to support maps/communications.
  • Fill in with volunteer shifts as needed, due to employee no-show or illness.

VIP Manager

• Executing VIP Strategy
  • Meeting with subject matter experts to learn of the ins and outs of management.
  • Create a VIP project plan and confirm milestones to achieve full VIP strategy which includes:
    • Communication plan
    • Resources like VIP tracker, VIP deck, VIP FAQ, etc.
  • Execute all deliverables, experience, and perks for tiers of support.
  • Enforce governance based on VIP tiers and established criteria.
  • Establish relationships with key partners including by not limited to Executive Assistants, Housing lead, agency support staff, operations, Chiefs of Staff, security, etc.
  • Support Operations Lead with all agency and VIP initiatives
  • Possess existing relationships with key stylists, editors, producers and influence rs
  • Contribute to innovative and tactical communications strategies
  • Acts as the single point of contact responsible for the successful planning and execution of all VIPs attending Workday Rising which includes:
    • Workday Executives
    • Third Party Speakers / Talent
    • Customers
  • Prepares VIP agendas prior to visit, provides corporate materials and binders, and coordinates gifts
  • Performs a wide range of administrative support duties as required, including but not limited to: using advanced PC/Mac applications, filing, directing phone and in-person requests for information, preparation of correspondence, travel coordination, etc.
  • Manages the VIP coordination with approved external vendors
  • Work closely with Operations Lead to ensure all VIP expenses are within budget
  • Maintains accurate records for the VIP operations and maintains a live working schedule and notes for all activities at Workday Rising for VIPs.
  • Performs a wide range of special projects as assigned by Operations Lead.
  • The main responsibilities of this position include managing the portfolio of VIP Workday Rising attendees delivering high-quality service and experience to these attendees.
  • Devise and implement strategies to drive VIP experience, scale the program, and proper governance•
  • Craft personalized and unforgettable experiences for VIPs, fostering a deeper affinity with the Workday brand.
  • Provide prompt and effective responses to inquiries from VIPs, swiftly resolving any issues or concerns they may have in a timely manner
  • Generate detailed reports on the VIP member portfolio, tracking key metrics and delivering valuable insights on their performance and preferences
  • As needed, contribute to the planning, attendance, and hosting of exclusive events for VIPs

Onsite:

• Performs all operational aspects of the VIP program including shipping and receiving, room drops, airport transfers, housing upgrades, badge pickup/delivery/printing, VIP data and records storage.
• Coordinate with VIP assistants/handlers to ensure all arrivals and departures are executed to expectation and flawlessly.

Skills Needed:

• Organization
• Communication
• High attention to detail.
• Collaboration
• Experience Design
• Events
• Cross-functional
• Customer service
• Possesses great self-confidence and an outgoing personality
• Excellent interpersonal skills with an emphasis on relationship building, retention, and growth
• Demonstrates an irrepressible positive and winning attitude
• Self-starter with the ability to work independently
• Detail-oriented with excellent problem-solving skills
• Team player who can work well in a collaborative environment

Experience Needed:

• Experience managing 1000+ employee schedules over a multi-day event.
• Scheduling tool management.
• Microsoft Outlook
• Slack
• Google sheets, docs, slides, and forms.
• Experience with RainFocus a plus.
• Executive Assistant experience is highly desirable.

Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible.
We are currently interviewing to fill this and other similar positions. If this role is not a fit for you, we do offer a referral bonus program for referrals that we successfully place with our clients, subject to program guidelines. ASK ME HOW.
Thank you!
Aparna Ghosh
Sr. Technical Recruiter

PAY RANGE AND BENEFITS:
Pay Range*: Between $40 OR $45/ hr
*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.

Benefits: Innova Solutions offers benefits( based on eligibility) that include the following: Medical & pharmacy coverage, Dental/vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).

ABOUT INNOVA SOLUTIONS:Founded in 1998 and headquartered in Atlanta, Georgia, Innova Solutions employs approximately 50,000 professionals worldwide and reports an annual revenue approaching $3 Billion. Through our global delivery centers across North America, Asia, and Europe, we deliver strategic technology and business transformation solutions to our clients, enabling them to operate as leaders within their fields.

Recent Recognitions:

• One of Largest IT Consulting Staffing firms in the USA - Recognized as #4 by Staffing Industry Analysts (SIA 2022)
• ClearlyRated® Client Diamond Award Winner (2020)
• One of the Largest Certified MBE Companies in the NMSDC Network (2022)
• Advanced Tier Services partner with AWS and Gold with MS

Website: https://www.innovasolutions.com/

Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact us at hr@innovasolutions.com or (770) 493-5588. Please indicate the specifics of the assistance needed. Innova Solutions encourages all interested and qualified candidates to apply for employment opportunities. Innova Solutions (HireGenics/Volt) does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b.
The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

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