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Events Manager – Workday

Company Name: Workday
Location
: Pleasanton, CA
Type: Full Time

Job Description:

Responsibilities

Pre-event: Employee Enablement

  • Partner with Integrated Communications lead to create an employee experience project plan.
  • Create key resources to ensure employee support such as Google Project “hub” site, employee FAQ doc, email box and SLACK channels are up to date.
  • Confirm employee onboarding orientation for each event.
  • Work with HR to build employee code of conduct in Workday and ensure all employees acknowledge.
  • Monitor event email box and respond/route to appropriate event leads for guidance.
  • Partner with Event Scheduling Manager to ensure employee registration milestones, testing, comms, experience, questions, approvals, etc. are executed.
  • Oversee the management of SLACK account access for vendors and channel creation for Workday event teams.

Gigster Management

  • Curate list of all open gigs, post, maintain, and manage.
  • Ensure posted, manager approval, looped in to gigster team.
  • Support with Executive Experience Enablement in partnership with the Executive Experience gigster.

Staffing Contingency Planning

  • Create contingency planning deck, circulate to all workstream leads to ensure full back up plan is in place for all key roles onsite.

Customer Experience Liaison

  • Partner with the Workday WSP/Pro/Community teams to determine priorities, budget, and needs.
  • Loop in key workstream partners to confirm timelines and feasibility to execute within budget and in alignment with event strategy.
  • Be main point of contact leading up and onsite for all needs to facilitate experience.

Giveaways

  • Manage full program giveaways project.
  • Ensure that all sponsorship requirements are met.
  • Confirm list of stickers, buttons, and other misc. giveaways needs, circulate proofs, and ensure orders are placed on time and budget.
  • Schedule giveaways calls as needed with stakeholders, creative, and other teams.
  • Serve as main point of contact for giveaway agencies.
  • Ensure all shipping to the site is provided and arrive on time, in the right place, and set up.
  • Work with Fill it Forward to ensure proper tracking, ordering, and non-profit org support.
  • Ensure annual Rising pin is designed for EMEA and NA, on budget, and delivered on time. .

Onsite:

  • Serve as the main point of contact for all employee event staff.
  • 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.
  • Distribute employee wearables.
  • Work with event agency to design and execute lounge onsite – tables, chairs, power, etc.
  • Communicate back to employee leads where this area will be so they can inform employees.
  • Include employee lounge in all internal comms, support documents, onsite maps.
  • Backfill volunteer shifts as needed, due to employee no-show or illness.

Basic Qualifications

  • 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

Other Qualifications

  • 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 is a plus.
  • Executive Assistant experience is highly desirable.
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