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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
Overall Role
As the Workplace Events Planner, you will lead the planning, coordination and execution of high-touch workplace meetings, events, activations and employee engagement experiences for on-site events at your assigned location and any REW-led events. This role sits at the intersection of logistics, hospitality, workplace experience and strategic collaboration, ensuring that every event brings people together, supports business priorities and reflects a thoughtful, inclusive and on-brand experience.
You will partner closely with the Workplace Events and Ops team, business stakeholders, executive assistants and business partners, IT/AV, Corporate Security, vendors, building management and front desk team to deliver seamless event experiences from initial intake through post-event recap. You will manage event planning, workflow coordination, stakeholder governance, guest experience, vendor delivery, budgets, event spaces, employee experience programming, inventory and continuous improvement across the workplace events program.
The ideal candidate is highly organized, detail-oriented, calm under pressure and deeply service-minded. They can manage multiple events and stakeholders simultaneously, make sound real-time decisions, troubleshoot issues on the ground, mentor others and elevate workplace community through creative, practical and well-executed event experiences.
Duties & responsibilities
Event strategy, planning and execution
- Plan, coordinate and execute internal and external meetings, workshops, all hands, employee experience events, cultural programs and other REW-led events.
- Work closely with internal stakeholders, including workplace events and ops, marketing and executive/business partners, to define event goals, audience, messaging, priorities and success measures.
- Drive innovative, engaging and inclusive event concepts that enhance employee experience, participation, workplace community and client or visitor engagement.
- Manage end-to-end event logistics including scheduling, room booking, catering, A/V, room setup, teardown, nametags, registration needs, event-day activities and on-site execution.
- Produce detailed project plans, timelines, run-of-show documents, event communication plans, risk trackers, post-event recaps and event reports.
- Plan and manage event timelines from setup through teardown, including all event-day activities, speaker or presenter readiness, vendor arrivals and post-event reset.
- Lead on-ground event operations, proactively troubleshooting issues and making timely decisions to ensure seamless execution.
Meeting, VIP and guest experience
- Support high-touch events, executive-level meetings, VIP experiences and large external meetings with a polished, welcoming and discreet service approach.
- Receive and greet VIPs and large external meeting or event attendees, coordinating front desk experience and arrival flow for major events.
- Coordinate lobby-to-event-space escorting, front desk handoffs and office tours for large external groups or VIP visits as requested.
- Assist guests with accessibility needs and ensure meetings and events are inclusive, accessible and welcoming for all participants.
- Conduct room checks ahead of events and deploy support staff as needed to ensure rooms, equipment, signage, catering, guest flow and service details are ready.
Workplace experience and community building
- Represent Workplace in a courteous, efficient and friendly manner in guest, customer, employee and vendor interactions.
- Respond to common inquiries from employees, guests, clients, vendors and managers, routing issues to the right Workplace, IT/AV, Security or building-management partners when needed.
- Foster a strong sense of workplace community by creating thoughtful experiences that bring people together, support engagement and make the office feel welcoming.
- Support Workplace-led employee programs, ongoing programming in event spaces, office activations, company traditions, celebrations and regional cultural initiatives.
- Partner with the Workplace Ops and Events teams on event priorities, planning, workflow coordination and execution across stakeholders.
- Partner with the Workplace Events and Ops teams and executive/business partners on event execution and DIY event requests, providing guidance that enables teams to deliver smaller events consistently.
Operations, logistics and event materials
- Oversee pre-event planning meetings with clients and stakeholders, clarify requirements, confirm ownership and troubleshoot issues as they arise.
- Select and coordinate event spaces, arrange catering, coordinate vendors and manage logistics for office-based events as required.
- Receive, track and distribute vendor deliveries including catering, rentals, florals, alcohol, printed signage, event supplies and related materials.
- Maintain event storage, event furniture inventory, supplies, printed materials and digital organizational tools for on-site events.
- Create basic event signage, including design, printing and placement, and prepare guest name badges using tools such as Avery printing where required.
- Create sample floor plans for event spaces using AllSeated or equivalent floor-planning tools, and design event materials as needed.
- Liaise with IT/AV teams as requested by the Workplace Ops team, ensuring speakers, presenters, vendors and event teams have the equipment and materials needed.
Stakeholder governance, vendor and budget management
- Review and approve event plans, timelines and deliverables in partnership with key stakeholders, ensuring clear communication, governance, risk tracking and escalation management.
- Manage event budgets, track spend, negotiate vendor contracts and ensure events are executed within approved budget and procurement guidelines.
- Manage multiple vendors and service partners, using strong relationship management to deliver services on time, within budget and to the required standard.
- Maintain event-related documentation, including contracts, vendor agreements, project plans, event reports and post-event learnings.
- Mentor and guide team members, support staff and vendors to ensure consistent quality, service standards and execution discipline.
Measurement, process improvement and innovation
- Collect and analyze event data, attendee feedback and operational learnings to measure event success and identify areas for improvement.
- Work within standardized procedures to meet objectives and deadlines while identifying opportunities to improve processes, scale programs and elevate event quality across the organization.
- Create repeatable playbooks, intake templates, run-of-show templates and post-event recap practices to scale recurring programs, DIY events and stakeholder self-service.
- Stay up to date with event trends, industry news, best practices and relevant technology, including practical applications of AI tools in event planning and operations.
- Support broader business and workplace goals by contributing to cross-functional initiatives and organizational projects as required.
Health, safety and compliance
- Ensure compliance with legal, safety and health regulations for all meetings, events and workplace activations.
- Notify appropriate parties to ensure the safety of all individuals in the building and escalate safety risks, security concerns or major disruptions promptly.
- Coordinate with Corporate Security, building management, front desk teams and service partners to support safe guest movement, access control and emergency procedures during events.
What You Will Need
- 4+ years of experience in event planning, meeting coordination, workplace operations, hospitality, facilities, property management or a comparable customer-facing operations role.
- Prior experience leading, mentoring or coordinating team members, support staff or vendors in a fast-paced environment.
- Strong operational mindset with a genuine passion for hospitality, employee experience, community building and high-quality event delivery.
- Proven ability to manage multiple projects, concurrent events, stakeholders and competing priorities with exceptional attention to detail.
- Excellent organizational, communication, process management and people-management skills across email, Slack, in-person interactions and stakeholder updates.
- Experience working with vendors, contracts, budgets, procurement processes, registration platforms and event documentation.
- Comfortable supporting executive-level events, VIP experiences and confidential meetings with discretion and professionalism.
- Experience with Google Workspace, Jira and event or registration platforms, with the initiative to create printed and digital organizational tools for on-site events.
- Hands-on experience coordinating lobby/front desk arrival flows, guest movement, office tours or similar high-touch hospitality moments for external groups.
- Familiarity with AI tools and practical applications in event planning, productivity, communication, reporting and operations.
- Calm under pressure with strong problem-solving instincts, sound judgement and the ability to make real-time decisions during live events.
- High attention to detail paired with big-picture thinking and the ability to translate business goals into strong event experiences.
- Experience in technology, start-up or high-growth organizations is preferred but not required.
Working Expectations
- This role is expected to be fully on-site and highly visible in the workplace, event spaces and arrival experience.
- The role may require early mornings, evenings, occasional extended hours and after-hours coverage based on business and event needs.
- The successful candidate should be comfortable walking floors regularly, engaging with employees and guests, coordinating front desk and lobby experiences, and taking ownership of event-related workplace issues.
Location:
On-site –Tokyo, JapanIf this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
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