Events Support Officer

**Job Purpose**:
Ensure the smooth running of on-site events by coordinating and managing event support initiatives related to cultural, sporting and leisure events and in line with the Gauteng Events Strategy.

**KEY PERFORMANCE AREAS**:
**Events support and coordination**:

- Coordinate and support on-site events, logistics and social airport welcomes.
- Assist in setting up hospitality desks during events and organising Special VIP services will be (including hospitality suites) to welcome international personalities.
- Working with the Visitor Services Unit, assist in coordinating the tour desk at event venues.
- Supporting meeting/events planners by coordinating the logistics of providing local information and sourcing suppliers for transportation, signage, marketing and other needed services.
- Organise welcome ceremonies involving government personalities
- Assist with distributing key information to delegates during events.
- Assist in implementation of event-specific legislation for the staging of events, including processes to ensure statutory requirements are met.

**Events administration and reporting**:

- Update and ensure the stakeholder database accurately reflects internal and external stakeholders with whom the position engages.
- Establish an electronic database of local event organisers and ensure it is regularly updated and accessible.
- Maintain and update and electron database of event organiser profiles.
- Develop and deliver succinct, timely, informative and accurate briefings, papers, correspondence and other reports.
- Be proactive in suggesting areas for improvement in internal processes along with possible solutions.
- Ensure tasks undertaken adhere to all companies' policies and procedures.

**Effective correspondence with events industry**:

- Gather and verify information on events to inform the cultural, sports and leisure related Events Calendar.
- Prepare communications material and information updates to increase community understanding through targeted communications.
- Work with the Communications team to monitor and prepare responses to media enquiries.
- Manage and prepare correspondence, briefing notes, and reports regarding various stages and milestones of event planning.
- Work with relevant community engagement teams to develop accurate and consistent key messages.

**Stakeholder Management**:

- Engage and build partnerships and working relationships with key stakeholders in the events industry.
- Work with and manage relationships between the organisers, partners and other stakeholders.
- Form strategic partnerships with relevant stakeholders.
- Manage internal relationships with other team members to deliver significant marketing and community benefits which promote Gauteng as a leading destination for events.

**Personal development **Performance management**:

- Allocate and coordinate a project team and provide support and direction.
- Motivate and inspire team members to deliver allocated tasks.
- Ensure that own Performance Management Contract is signed.
- Ensure that own Personal Development Plan is populated and agreed with own line manager.

**Minimum Qualification Requirements**:

- A Diploma in Tourism, Marketing or Public Relations.

**Related Minimum Experience**:

- Minimum of two (2) years experience in events coordination
- Experience in stakeholder engagement across multi-agencies in a major events context
- Track record of being able to develop and maintain strong partnerships and relationships with stakeholders
- Experience handling confidential and commercially sensitive material
- Experience in event packaging
- Strong coordination and planning experience
- Event venue site inspection experience
- Sound experience in preparing draft communications