Responsibilities
:
The ideal candidate will have a variety of responsibilities, which will include:
Events coordination
1. Work with Head of Events to coordinate all aspects of European event planning including venue selection, vendor negotiations, budget management and overall execution of events
2. Assist with the creation of proposals with detailed cost projections including price per person, setup/admin fees, rental fees, tax, gratuity, etc.
3. Assist with managing on-site production and clean up for events
4. Coordinate invitations and onsite registration, and post-event follow-up
5. Help manage promotional materials by coordinating requirements with graphics department; inventory stock; place orders; verify receipt, etc.
6. Coordinate planning and booking of travel for non-PJT employees
7. Ensure accurate and timely budgeting and reconciliation of events
8. Search for new and innovative events and restaurants that are on brand for PJT.
Conferences coordination
9. Monitor and manage conference list, ensuring accurate tracking of upcoming conferences
10. Compile budgets for conferences
11. Approval of conferences that have been included in in the yearly forecast
Process management
12. Handle and oversee various operational processes
13. Expense management: check Workday for outstanding expenses for any upcoming leavers, ensure timely completion by Administrative Assistant professionals
14. AMEX relationship management across all EMEA and Asia locations
15. Monthly Uber reconciliation review
16. Monthly Deliveroo reconciliation review
Onboarding/Offboarding
17. Lead the onboarding and leavers process for PJT Europe employees
18. Lead orientation session regarding Operations
19. Coordinate photographs for senior execs MD and Partners
20. Set up new joiner accounts for AMEX, Deliveroo, Addison Lee, also G7 where appropriate
21. Cancel AMEX cards, Deliveroo and Add Lee accounts for any leavers
22. Complete outstanding expenses for recent leavers (usually just AMEX card refund and one or two other sundries)
Space Planning and Real Estate
23. Analyze operational data and utilization reports to provide recommendations re. space planning and assist with business decisions
24. Lead moves and changes - moves plan and communication
25. Assisting with EMEA office set up projects (ops related items). Collaborate with the business and corporate departments to facilitate project needs
26. Project coordination - Create presentations and reports relating to project and maintain project documentation
27. Maintain and track lease database
Vendor management
28. Ongoing process improvement for vendors Hospitality, Cleaning, Friday food vendors
29. Assist in budgeting, tracking, and reporting for all vendor
Misc
30. Serve as the primary point of contact and escalation for inquiries and issues in the absence of the operations manager, ensuring continuity of operations
- Approval of out of policy travel
- Create and distribute internal office communications
Qualifications and Experience:
31. A solid education
32. Advanced MS Office Suite, including proficiency in excel
33. Previous experience in a finance, operations or a similar role is a plus
34. Strong organizational skills with excellent attention to detail
35. Excellent communication and interpersonal abilities
36. Ability to work effectively in a fast-paced and dynamic environment
37. Ability to stay calm under pressure and with a “can-do” attitude
38. Ownership mentality
39. To be flexible and responsive to changing daily priorities