(12-month contract) Company Meeting Planner

Role summary: Demonstrates an intermediate knowledge level in meeting and event planning and works under limited direction to resolve complex issues and/or address rare, high impact situations. Responsible for company meetings, skilled in working closely with company management, investor relations, brokers and the Investment Group (IG). Responsible for the design, development, planning, execution, budgeting, risk mitigation and outcomes. Partners with IG and the Corporate Access team to strategically execute investment research meetings, which are critical to the investment research process, impacting investment decisions. Guides and executes the planning from an initial concept through completion, while enhancing and materializing ideas.

Please note that as this is a fixed‑term contract position, certain benefits may not apply, in accordance with local legislation.

“I am the person Capital Group is looking for.”

• Plan, schedule and manage research trips, CG hosted conferences, industry expert events and partnered broker conferences.

• Understanding of companies, industry sectors/clusters to strategically prioritize and schedule programs.

• Strategic pre-trip planning customized to determine optimal target cities and companies based on company holdings, sector coverage and business objective(s).

• Drives the planning process, identifies purpose and goals of the program with senior business leaders, analyzes alternatives, makes recommendations to meet business objectives and measures meeting outcomes

• Executes global meetings and events from concept to execution including schedule, format, venue management, audio/visual technology, attendee management, food and beverage, transportation, accommodations, staffing, and budget management

• Selects, recommends, and negotiates all vendor and venue contracts, while considering costs, risks, and service outcomes

• Manages and executes multi-channel projects that include audio visual, live experiential events, video production, social and digital customer journeys and the vendors that support these areas

• Prioritizes and manages multiple meetings, timelines, stakeholders, partners and vendors to meet business needs

• Manage attendee communication including pre-event marketing, invitations, registration and respond to event inquiries

• Post event analysis, including issuing surveys, analyzing trends and evaluating meeting effectiveness (ROI). Establishes lessons learned to improve future meetings

• Participate in special projects that benefit the operations of the department

• Oversee onsite attendees monitoring meeting attendance, attendee health/safety, live travel status and ground transportation

• Manage response and communication around emergency health and safety situations including associate illness, injury, etc.

• Manage and maintain the CRM database, distribution lists and other investor-related databases.

• Build relationships with Company Investor Relations teams and have a broad understanding of their requirements (i.e., blackout periods).

Industry Best Practice Research

• Knowledge of assigned sector or country coverage to make recommendations for the best business and operational outcomes.

• Monitor industry trends, competitive landscape, social media, and device landscape to inform and inspire the development of new event experiences and activations.

• Stays informed of venues, market rates, and meeting planning execution best practices.

Business/Technical Skills

• Intermediate project management skills

• Creative and decisive problem solver

• Demonstrates sound judgement in resolving matters of moderate complexity

• Develop and maintain effective professional relationships with key external and internal customers, business units, vendors and colleagues

• Familiar with industry sectors/clusters (e.g. Financial, Tech, Healthcare, etc.), disaggregation policy and managing confidential material.

• Identifies inefficiencies/issues, recommends solutions and implements improvements

• Proficient in CorpAxe, CVENT, WebEx, Google Suite, Zoom and Microsoft Office and other virtual event platforms

• Intermediate/Advanced technology background - event websites and mobile event applications

• Proficient in working in other countries, adapting to cultural sensitivities and norms

• Handle sensitive information and maintain data confidentially.

• Language: Native level of Japanese and conversational English

• Communication & Interpersonal Skills: Build rapport with clients, vendors, and staff, listen well, and clearly convey expectations.

• Strong problem-solving and cognitive skill

• Works calmly under pressure and manage ambiguity well

• Relevant Experience is preferred but not a must

Working conditions:

• Travel required (up to 30%), can include travel to other regions