Responsibilities
1. Event Planning & Strategy:
• Develop event concepts, themes, and strategies based on client objectives.
• Plan and implement logistics for events, including engagement of event organisers, location selection, catering, AV equipment, transportation, and staffing.
• Set timelines and ensure all milestones are met for smooth event execution.
2. Client Management:
• Act as the primary point of contact for clients, understanding their needs and ensuring the event meets or exceeds expectations.
• Present proposals and event plans to clients for approval.
• Maintain ongoing communication with clients throughout the planning process.
3. Vendor Management:
• Source and negotiate with vendors, including event organisers, caterers, venues, decorators, and entertainment providers.
• Establish and maintain relationships with reliable vendors and suppliers.
• Ensure all vendors meet event timelines and quality standards.
4. Team Leadership:
• Lead and manage the event team, including coordinators, assistants, and volunteers.
• Assign roles and responsibilities, ensuring effective teamwork and collaboration.
• Provide training and mentorship to junior staff.
5. Budgeting & Financial Oversight:
• Develop and manage event budget and ensuring cost efficiency.
• Track expenses, manage invoices, and ensure compliance with financial goals.
6. Web Portal Management:
• Manage and maintain the event web portal ensuring it is up to date with relevant information such as event details, schedules, registration links, and other critical resources.
• Manage IT vendors for the web portal, and make technical recommendations for how the web portal could be enhanced. Coordinate with both external and internal IT teams to ensure the web portal is fully functional, secure, and user-friendly. Analyse and report on web traffic, user engagement, and portal performance, providing insights for improvement.
• Coordination with technical experts to upload technical materials regularly onto the web portal.
• Work with the technical expert team to update web portal.
7. Event Execution:
• Oversee the on-site management of physical, virtual and hybrid meetings and events; ensuring smooth operation from setup to teardown.
• Address any issues that arise during the event in a timely manner.
• Coordinate post-event activities, such as evaluations, feedback collection, and reporting.
8. Post-Event Evaluation & Report Writing:
• Gather feedback from Technical Experts and prepare prompt succinct post-event reports for internal and external stakeholders
9. Continuous Improvement:
• Implement changes based on post-event analysis and feedback to improve future events.
Requirements
• Bachelor's degree in Event Management, Hospitality, Business, or a related field.
• Minimum 5 years of experience in event management or a similar role.
• Strong organisational, multitasking, and project management skills.
• Excellent communication skills and client relationship management abilities.
• Proven ability to lead teams and manage multiple events simultaneously.
• Proficiency in event management software and web portal management tools would be an advantage.
• Strong negotiation and vendor management skills.
• Flexibility to work on weekends and travel as needed for events.
• Experience managing web portals and digital platforms, including content updates and user support would be an advantage.
• Strong report writing skills.
Licence no: 12C6060
