Assistant Program Delivery Manager, Meetings & Events

What this job involves:

This position provides supervision and coordination of high-level special events and meetings for our Amazon client in high-profile facilities hosting frequent, high-visibility events. In this role you will manage event team members and manage functional supervision of event support staff including set-up crews and third-party vendors while coordinating and executing sophisticated events in specialty spaces. The role establishes process and procedures that define event support in high-profile areas and contributes to JLL's business objectives by delivering exceptional event experiences that enhance client satisfaction, support business operations, and maintain JLL's reputation for excellence in corporate real estate services through seamless event management and team leadership.

Key Responsibilities

Primary Scope: Meetings & Events Customer Support

• Event Management — Manage end-to-end support for meetings and events, including intake, logistics coordination, customer communication, and onsite execution in a dynamic, high-profile, high-visibility environment.
• Events Requests & Communication — Process event requests through the Meetings & Events Portal (MEP); disseminate information to large audiences, including alerting building occupants and vendors of event-related impacts
• Event Planning Meetings — Coordinate and lead planning and walkthrough meetings with Amazon Event Organizers and Service Delivery partners as needed
• Space & Venue Coordination — Support booking and utilization of specialty event spaces, and training rooms, assist with non-standard space routing and required approvals, coordinate local resources to ensure spaces are cleaned, set, and ready for events
• Stakeholder & Partner Collaboration — Serve as a primary coordination point across multiple internal stakeholders and business partners, including Facility Management, IFM Programs (Labor, Moves/Adds/Changes, Labor support, and Janitorial), Onsite AV, Amazon Security, Reception and the Business Service Center to ensure all event needs are met.
• Event Supervision — Provide day-to-day supervision of events team members while overseeing and coordinating with event support staff and third-party vendors for comprehensive program support
• Customer Experience — Respond to Amazon Event Organizer (AEO) inquiries/feedback, provide consultative guidance, and proactively manage event logistics to deliver a high-quality customer experience aligned with program tenets.
• Compliance & Risk Awareness — Uphold GREF policies for appropriate use of space; assist with permits, vendor COI requirements, building access coordination for external attendees and vendors, and ensure events comply with policies, procedures, and safety protocols.
• Process Development & Optimization — Develop and implement standardized event documents while optimizing existing operational procedures for continuous improvement initiatives
• Metrics Management — Track metrics to analyze team performance while preparing and presenting monthly performance reports to Program Delivery Manager for strategic oversight
• Continuous Improvement — Contribute to program metrics, VOC/CSAT feedback loops, and SOP documentation to support ongoing service excellence.
  
  

Elevated & Expanded Scope: Event Planning Responsibilities

The following responsibilities reflect the enhanced level of service provided in support of specialty spaces and represent value-added capabilities focused on planning services for high-profile spaces with frequent high-visibility events.

• Large-Scale Event Planning & Execution — Plan and execute large-scale events including team events, leadership offsites, customer engagements, and cultural celebrations
• Calendar Management & Coordination — Develop and maintain events calendar
• Specialty Event Planning Documentation — Develop and maintain customized planning documentation for each event, including planning checklists, work back schedules, and production schedules tailored to the unique requirements of the specialty space.
• Day-of-Event Operations — Develop and execute day-of-event coverage checklists and contact lists to ensure all logistics, personnel, and vendor responsibilities are clearly assigned and tracked.
• Onsite Event Management & Coverage — Provide dedicated onsite presence and real-time troubleshooting during events to ensure successful operations and a seamless attendee experience from setup through breakdown.
• Vendor Management & Logistics Coordination — Lead vendor selection processes and coordinate all logistics, including site access, set-up, and presentation
• Event Signage & Printed Materials — Coordinate event signage templates, printing, and placement to ensure a polished, professional attendee experience throughout the space.
• Cross-Functional Team Collaboration — Establish strong working relationships with local onsite teams for seamless collaboration
• Budget & Resource Templates — Create and maintain event budget templates and preferred vendor/service provider lists to support consistent, cost-effective event execution.
• Budget Management & Compliance — Support budget adherence through expenditure tracking and compliance
  
  

Required Qualifications & Experience

• Bachelor's degree or equivalent 4 years of relevant experience in event coordination, event planning, facilities management or event administrative support
• Strong project management and organizational capabilities
• Demonstrated ability to manage multiple stakeholders and competing priorities in a fast-paced environment
• Proven vendor management and coordination skills
• Experience with budget management and financial tracking
• Knowledge of procurement policies, compliance requirements, and COI processes
• Experience working in matrixed or dotted-line reporting environments preferred
  
  

Skills & Competencies

• Technical Proficiency - Advanced Microsoft Office proficiency (Word, Excel, Outlook) required
• Communication Excellence - Exceptional written and verbal communication skills with strong grammar and proofreading abilities
• Cross-Functional Collaboration - Interact with employees, visitors, contractors, and senior leadership with poise and professionalism
• Service Excellence - Positive, professional, service-focused personality and demeanor
• Time Management - Ability to manage multiple concurrent events and deadlines across programs
• Proactive Workstyle - Ability to work independently and autonomously with minimal direction when needed
• Quality Assurance - High level of accuracy, attention-to-detail in all work products
• Organizational Agility - Comfort with ambiguity and ability to navigate dual reporting structures
• Technical Proficiency - Advanced Microsoft Office proficiency (Word, Excel, Outlook) required
• Event Management Systems - Familiarity with event management platforms is advantageous
• Financial Acumen - Basic business math skills including discount, interest, percentage, and profit/loss calculations
  
  

Preferred Qualifications

• Experience in corporate event management or high-profile event coordination
• Background in creating event planning documentation (production schedules, run-of-show, budget templates)
• Understanding of corporate real estate and facilities management operations
• Microsoft Visio or CAD experience
  
  

Working Conditions

• Onsite at designated Amazon corporate office location(s)
• Work Schedule: Flexible hours including occasional to frequent nights, evenings, and weekends as necessary for on-site event coverage
• Physical Presence Requirements: Ability to conduct site visits, attend planning meetings, and provide on-site event support.