Title: Project/Program Administrator Specialist
Duration: 6 months
Location: Round Rock, TX 78682
Diversity & Inclusion Events Planning & Logistics Role
Collaborates appropriately to envision and convey a compelling and relevant Diversity & Inclusion (D&I) future state, providing guidance to and sharing of best practices to the organization. Partners with the Global Diversity Relationship Manager to support consistency of strategy and defining communications, tools, programs and policies to drive D&I into all business processes. Consults with internal stakeholders to plan and execute for external Dell event engagements. Manages all aspects of the planning, execution and closure of these events as it pertains to the event logistics. Manages multiple events concurrently. Responsible for and manages an event budget. Ensures consistently superior customer experience across multiple events creating one face of Dell. • Partners with the Relationship Manager who is the lead for the event. • Serves as a diversity resource and expert. • Analyzes statistics necessary to monitor the effectiveness of diversity initiatives and programs as it pertains to event logistics. • Works closely with the Dell Corporate Events team to align with corporate guidelines, ensure consistency and cost efficiency. • Tracks projects, manages vendor activities, conducts trade show and vendor research, develops new vendor relationships, coordinates and supervises trade show activities and communicates programs and events. • Develops a project plan for execution based upon the final negotiated contract with an external partner. This plan includes: event budget, timelines, branding components, event engagements and event attendees. • Working knowledge of Dell’s portfolio of event products, services and solutions to best position the engagement for success. • Manages logistics via automation and vendor relationships (including facility, exhibit set-up, and equipment and catering requirements). • Investigates, selects, negotiates and manages services with vendors including exhibit hall booth construction, set up, tear down, catering and other event support. • Negotiates with external vendors on optimal pricing for products & services to support our event needs. • Arranges space, brochures, hotels, equipment rental, and delivery, set up and dismantling of the exhibit. • Proposes budgets and forecasts, and compiles summaries of post event costs. • Compiles a post event summary including post event profiles on audience demographics, # of attendees, Dell attendee names & feedback, final costs incurred, branding reach, Dell engagement (speakers, other). • Processes payments for all aspects of event through the various Dell payment systems such as: Ariba, check requests, Concur, Pcard and the Giving systems. • Supports Diversity & Inclusion by consulting on and developing customized briefing kits (event agenda, Dell engagement points, comm’s talking points, attendee expectations) for Dell Executives & Leaders for all external diversity events & engagements. • Comfortable working with senior leaders in the Diversity function, Dell Brand & Communications and Talent Acquisition functions to ensure alignment with the broader Dell policies.
Assists in design and delivery of various program and project communications, documentations and reports Schedules and attends meetings while coordinating logistics as necessary Interfaces with a variety of internal and external sources to gather information and prepare reports May answer non-routine questions or make recommendations Assists in financial related activities pertaining to programs and projects (e.g., budgets, invoicing, vouchers, purchase orders, etc.) Focuses on a
Notes from PMO:
Please emphasize candidates with a strong event management background or coordinator experience. Will need to be knowledgeable with MS Office and have strong communication skills.