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