Event Manager

2 weeks ago

Cape Town, South Africa ABC Worldwide Full time
Event Manager
Location: HYBRID – Salt River, Cape Town

Our client is an events agency offering full event production, event logistics, licensing, hospitality, conceptualization and destination management.

IMPORTANT REQUIREMENTS
Must be able to work late hours, on weekends when needed as events happen
Able to travel occasionally.
Must have own transport.
Must have a valid South African passport.
After hours work will be paid as overtime to the employee.

JOB DESCRIPTION

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

Account Management
  • Meet deadlines & completed prescribed tasks & homework timeously
  • 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 had 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 in’s, 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

Trends
  • 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 an all past events with intention to always do better
  • Finger on the pulse regarding current trends, locally & globally

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

Creative
  • 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 comm’s are brand appropriate
  • Contribute to creative vision & cohesion (internal & external)
  • Ensure visuals, messaging, design, ideas are on point & brand aligned

Reporting
  • 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

Company Events
  • Conduct regular site visits and clients 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

Key Accounts
  • Liaise with clients on all needs & wants of the events
  • Being able to quote on all scales of events
  • Building relationship with new & exciting clients & being able to maintain a working relations 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 need 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 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 & advice according to the brand guidelines of the event and client expectations

Event Planning and Strategy
  • 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.

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

Vendor and Supplier Management
  • Identify, negotiate with, and contract event vendors, such as caterers, decorators, and AV providers.
  • Ensure vendors deliver their services on time and within budget.

Team Leadership
  • 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.

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

Logistics Coordination
  • Oversee logistics, including venue selection, transportation, accommodations, and equipment setup.
  • Ensure that all logistical aspects run smoothly.

Risk Management
  • Identify potential risks and develop contingency plans to mitigate them.
  • Address issues as they arise during the event to maintain continuity.

Communication
  • 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.

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

Technical and Audio-Visual Coordination
  • Manage technical aspects, including sound, lighting, and AV equipment.
  • Ensure that presentations, performances, and displays run smoothly.

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

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

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

Post-Event Evaluation
  • 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.

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

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

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