Event Manager

Duties & Responsibilities

1. Brand Ambassador to the Company

• Maintain & improve on brand perception when called upon to do so in both private & professional capacity
• Interact with the company's social media presence as often as required, including reshares & post likes
• Answer all phone calls with the standard company greeting (landline & mobile)
• Do your best to improve on your colleague's reputation in the industry
• Report any helpful or harmful knowledge relating to the company, directly to the GM as quickly as possible
• Always dress appropriately for impromptu client meetings
• Always act in the best interest of the company & never deviate from their core values & brand principles
• Take ownership & accountability for tasks, roles & responsibilities assigned to you
• Manage team project workflow, productivity & deadlines
• Upskill your teams, including but not limited to company colleagues, suppliers and partners where applicable & possible

• Provide meaningful & insightful reports to the Experiences manager when called upon to do so
• Spearhead any internal or philanthropic events handed to you with the intention to achieve max ROI
• Positively contribute towards the communications in the account management-to-event process
• Actively contribute towards the company hitlist and pipeline with appropriate strategy
• Pair well with all / any team members on events / projects
• Strive to reach the point where you require very little help from the team
• Conduct regular site visits & planner meetings to ensure a smooth event and expectations
• Use mediums available to attract new sales to hand over to the Experiences manager
• Providing meaningful feedback to the sales lead after every event / project
• Positively assist planning teams to best reach event success in every client touchpoint
• Visit events on a regular basis to ensure standard of execution is achieved
• Constantly upskill yourself with the intention of becoming the best in your field
• Continue to nurture, maintain & grow your current client profiles & accounts
• Be available to collaborate with any team member on an event, if called upon to do so
• Maintaining the scheduled minimum margins required on projects and events unless specific approval given
• Maintain & nurture your client list, including frequent client check-ins, coffee meetings and emails
• Contribute to & assist other team members with their Client Accounts where necessary
• Actively try to grow your account portfolio
• Constantly seek opportunities for cross-selling within key account clients, additional departments / locations
• Always be well prepared for internal and external meetings

• Inspire each team member to achieve max innovation and positive disruption potential
• Manage & optimize each client facing proposal to the company's standards and expectations
• Perform post-mortem on all past events with intention to always do better
• Finger on the pulse regarding current trends, locally & globally

• Nurture growth strategies within your portfolio of clients
• Positively contribute and analyse ways to drive revenue through client and or marketing campaigns
• Be mindful of budget at all times
• Use data & analytics to pivot client strategies if necessary
• Track correct data on TMetric for future reporting, account, departmental and self-growth

• Produce & implement new ideas, content, campaigns & initiatives
• Brainstorm creative ideas & collaborate with the team on projects and campaigns
• Shape brand alignment and ensure ongoing projects and communications are brand appropriate
• Contribute to creative vision & cohesion (internal & external)
• Ensure visuals, messaging, design, ideas are on point & brand aligned

• Report on key account growth, sales / revenue for your key accounts
• Stay abreast of external influences that could directly or indirectly affect your clients or industries
• Create strategies / reports on key account clients planning schedules and anticipate their upcoming events / campaigns

• Conduct regular site visits and client meetings to ensure smooth event & client services are maintained
• Use mediums available to attract new sales (where possible) to hand over to the sales lead
• Provide meaningful feedback to the necessary teams post projects
• Coordinate events on a regular basis to ensure standard of execution is achieved
• Strong time management skills, being able to quote within a 4 hour turnaround or 24 hour turnaround time depending on the scale of the event
• Know & understand the company's suppliers & the offerings as well as being able to negotiate rates
• Ensuring the company's payment terms are upheld & that clients settle their invoices before or by the date that are due
• Manage your project team of staff, giving full briefs

• Liaise with clients on all needs & wants of the events
• Being able to quote on all scales of events
• Building relationships with new & exciting clients & being able to maintain a working relationship with both
• Manage more than one client account, event with multiple events per account
• Manage deadlines according to client expectation, this means managing the execution of suppliers & team members
• Must be able to understand the needs of the client & be available 24 / 7 for the client support on all existing & new clients
• Ensure that quotes are within client budget
• Assist the client with the vision of the event they would like to host & being able to think of the event aspects needed for all events
• Follow up with the clients on quotations to ensure the quotes were confirmed timeously
• Willing to travel with short notification for all account holding events
• Ensure that site visits are done when necessary before quoting
• Being able to communicate effectively with the logistics team & ensure that all details, such as delivery dates, times & locations are correct
• Coordinate suppliers, handle client queries & troubleshoot on the day of the event to ensure that all runs smoothly and to budget
• Understand the client brand & advise according to the brand guidelines of the event and client expectations

• Collaborate with clients to understand their event objectives and requirements.
• Develop event strategies and concepts that align with client goals.
• Create event plans, including timelines, budgets, and resource requirements.

• Develop and manage event budgets, tracking expenses and ensuring cost efficiency.
• Monitor and control costs throughout the event planning and execution phases.

• Identify, negotiate with, and contract event vendors, such as caterers, decorators, and AV providers.
• Ensure vendors deliver their services on time and within budget.
• Assemble and lead a team of event professionals, including coordinators, designers, and technical staff.
• Delegate tasks, set clear expectations, and provide guidance to team members.

• Create detailed event timelines and schedules, ensuring all tasks are executed on time.
• Monitor the progress of event preparations and make adjustments as needed.

• Oversee logistics, including venue selection, transportation, accommodations, and equipment setup.
• Ensure that all logistical aspects run smoothly.
• Identify potential risks and develop contingency plans to mitigate them.
• Address issues as they arise during the event to maintain continuity.

• Act as the primary point of contact between the client, team members, and vendors.
• Maintain open and clear communication to ensure everyone is on the same page.

• Contribute to event marketing strategies, including social media campaigns, email marketing, and promotional materials.
• Collaborate with marketing professionals to promote the event effectively.

• Manage technical aspects, including sound, lighting, and AV equipment.
• Ensure that presentations, performances, and displays run smoothly.

• Ensure the quality and consistency of all event elements, such as decor, signage, and presentations.

• Oversee the execution of the event on-site, coordinating with staff and vendors to ensure a seamless experience for attendees.

• Maintain a positive relationship with the client, providing updates, addressing concerns, and ensuring client satisfaction.

• Conduct post-event evaluations to gather feedback and assess the success of the event.
• Identify areas for improvement and document lessons learned for future events.

• Ensure all necessary permits and licenses are obtained for the event.
• Comply with local regulations and industry standards.

• Prepare event reports and summaries, including financial reports and performance metrics.

Desired Experience & Qualification Requirements and skills

• Proven experience as event manager
• Skilled in project management
• Knowledge of KPIs and marketing techniques for event management
• Computer savvy; proficient in MS Office
• Outstanding communication and negotiation ability
• Excellent organizational skills
• A knack for problem-solving
• Customer-service orientation
• A team player with leadership skills
• BSc / BA in PR, marketing, hospitality management or related field is advantageous but not required

Package & Remuneration

Market related.

Interested? Applicants, please note: Please only apply for this vacancy if you meet the criteria specified or believe that your qualifications and/or experience qualify you for the role. If the vacancy matches your career ambitions, your desired position level, and salary expectation. Camino Recruit endeavours to communicate as clearly and frequently as possible, including providing feedback to all applicants, however, we only undertake to contact shortlisted candidates.

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