Associate Specialist, Meeting Services Support

Travel Meetings Events & Fleet (TME&F) Organization Meeting Services Support operates across the Americas Europe and Asia and is responsible for delivering standardized compliant and efficient global processes that support the companys business divisions and markets. Through a centralized service delivery model TME&F enables operational excellence financial stewardship and consistent stakeholder experience worldwide.

The Associate Specialist Meeting Services Support supports the accurate and timely delivery of meeting administration activities for assigned markets. The role performs defined activities across the meeting lifecycle using approved procedures templates systems and checklists. The Associate Specialist is responsible for the quality of assigned work timely follow-up proper documentation and early escalation of exceptions or unclear requirements.

Key Responsibilities

Meeting Request and Event Administration

• Review assigned meeting requests for completeness against approved checklists.
• Create or update meeting and event information in approved systems based on complete and authorized requests.
• Maintain accurate event details attendee or speaker information expense information and supporting records within the assigned scope.
• Support event closure activities by checking that required documentation and system information are complete.

Vendor Contract and Purchase Order Support

• Support HCP and HCO vendor creation or maintenance requests using the required forms and documents.
• Prepare standard HCP HCO speaker sponsorship or service agreements using approved templates.
• Support purchase order creation and related administrative activities based on approved requests and quotations.
• Ensure documents are stored in the appropriate repository and linked to the relevant event or request.

Reconciliation and Payment Support

• Support meeting reconciliation by checking documents attendee information invoices receipts and expense details against established requirements.
• Prepare assigned payment requests reconciliation files journal information or expense documentation accurately and within agreed timelines.
• Follow up with internal stakeholders for missing or incomplete information.
• Escalate unusual transactions policy questions potential control issues or unresolved differences to the Specialist or Senior Specialist.

Key Stakeholder Management

• Meeting Owners Event Owners Product Managers coordinators and approved requesters.
• Meeting Services Support colleagues and team leads.
• TME&F colleagues across Business Partner Process Excellence Strategy Program and regional operations teams.
• Compliance Finance Procurement Source-to-Settle and employee expense teams.
• Meeting Planning Agencies and other approved service providers where applicable.

Performance Expectations

Service Level and Timeliness

• Complete assigned activities within the approved service-level timeline for the relevant process and market.
• Manage the individual work queue daily prioritize time-sensitive requests and raise risks before the due date.
• Respond to routine inquiries and follow-ups within the teams agreed response timeline.

Quality and Accuracy

• Achieve the quality and accuracy targets established for the team and process.
• Perform a self-check before completing or handing off work.
• Maintain complete accurate and traceable system records and supporting documents.
• Avoid repeated errors by applying coaching and documented learning.

Ownership and Behaviors

• Take responsibility for assigned work from receipt through completion or proper escalation.
• Follow approved procedures controls privacy requirements and documentation standards.
• Demonstrate teamwork professionalism learning agility and a customer-focused approach.

Success Measures

• Accurate and complete processing of assigned requests.
• Achievement of individual service-level and turnaround expectations.
• Right-first-time documentation and system updates.
• Timely follow-up and escalation of missing information or exceptions.
• Positive collaboration with colleagues and internal stakeholders.

Education and Experience

• Bachelors degree in Business Administration Accounting Finance Economics Science or a related discipline.
• Internship or up to 1 year of experience in finance operations meeting administration accounts payable shared operations is an advantage.
• Fresh graduates are encouraged to apply.
• Relevant language capability may be required for the supported market and will be stated in the job posting.

Required Skills and Capabilities

• Strong attention to detail and commitment to accurate data entry and documentation.
• Ability to follow procedures templates checklists and control requirements.
• Basic understanding of finance or transaction-processing concepts.
• Clear written and verbal communication skills.
• Ability to organize assigned work meet deadlines and raise concerns early.
• Working knowledge of Microsoft 365 applications including Excel Outlook PowerPoint Teams and SharePoint.
• Willingness to learn meeting-related systems such as Veeva SAP Ariba Concur ServiceNow Cvent or other approved tools.
• Professional collaborative and service-oriented approach.

Language Requirements

• English and Mandarin.
• Other language e.g. Japanese Korean etc. will be added advantages.

Preferred Qualifications

• Exposure to meeting event travel expense vendor purchasing or payment processes.
• Experience in a regional or global working environment.
• Additional language capability relevant to the supported market.
• Added Advantage: Basic exposure to data reporting Power BI Power Apps macros or automation tools.