Associate Specialist, Meeting Services Support

About the role

The Associate Specialist in Meeting Services Support ensures accurate and timely administration of meetings and events for assigned markets. This role follows standardized procedures, maintains high data quality, and escalates exceptions early to protect compliance and stakeholder experience.

Key responsibilities

• Review meeting requests against checklists, create or update event records in the approved systems, and ensure all attendee, speaker and expense details are captured.
• Support vendor creation, contract preparation and purchase order processing using approved templates and maintain proper document storage linked to each event.
• Perform reconciliation of invoices, receipts and expense data, prepare payment requests and journal entries, and follow up on missing information.
• Collaborate with meeting owners, product managers, finance, procurement and external service providers to resolve issues and ensure smooth event execution.

Required profile

• Bachelor’s degree in Business Administration, Finance, Accounting, Economics, Science or a related field.
• Up to one year of experience in finance operations, meeting administration, accounts payable or shared services; fresh graduates are encouraged to apply.
• Proficiency in English and Mandarin; additional languages such as Japanese or Korean are advantageous.

Required skills

• Strong attention to detail with accurate data‑entry and documentation.
• Working knowledge of Microsoft 365 applications – Excel, Outlook, PowerPoint, Teams and SharePoint.
• Willingness to learn and use meeting‑related systems such as Veeva, SAP, Ariba, Concur, ServiceNow and Cvent.
• Basic understanding of finance and transaction‑processing concepts.