Events Officer

Roles and Responsibilities

Qualifications
Preferred Qualifications:

• MBA or relevant Master's degree from a top-tier internationally recognized higher education institution
• Bachelor's degree in communications, mass media, marketing or related discipline

Preferred Experience:

• At least 5 years of experience in senior roles in event management for large events and/or large organizations or an equivalent experience

Event Planning and Strategy

• Event Conceptualization: Work closely with clients to understand their vision, needs, and objectives for the event. Create an event plan that aligns with these goals.
• Budget Management: Develop and manage event budgets, ensuring that costs are controlled and within the agreed-upon budget while still achieving a high-quality experience.
• Timeline Creation: Develop a detailed timeline for each event, coordinating timelines for every task and department involved.

Coordination and Logistics

• Vendor Management: Coordinate with vendors and suppliers for all aspects of the event, including catering, audio-visual equipment, decorations, and transportation. Negotiate contracts and ensure timely delivery of services.
• Venue Coordination: Work with venues to secure locations, confirm availability, manage contracts, and handle all logistical aspects related to the venue setup and event flow.
• On-Site Event Management: Oversee the event on the day, ensuring everything runs according to plan, troubleshooting any issues, and managing staff and volunteers.

Team Leadership

• Team Management: Supervise and delegate tasks to event coordinators, assistants, and other event staff, ensuring all are clear on their roles and responsibilities.
• Training and Development: Ensure that the event team is adequately trained and well-prepared for their roles before and during the event.
• Motivation: Lead by example, fostering a collaborative and positive team environment, especially during the high-stress moments leading up to and during the event.

Client Relations

• Client Communication: Maintain open and clear communication with clients throughout the planning process, providing updates and handling concerns in a professional manner.
• Post-Event Evaluation: After the event, collect feedback from clients to evaluate the success of the event, discuss what worked well, and identify areas for improvement.
• Customized Event Design: Tailor event themes, experiences, and activities to meet client needs and exceed their expectations.

Marketing and Promotion

• Event Promotion: Depending on the nature of the event, assist in marketing efforts to promote it, including social media campaigns, invitations, and promotional materials.
• Brand Alignment: Ensure that the event aligns with the client's brand image and values, particularly for corporate or public events.

Problem-Solving and Troubleshooting

• Issue Resolution: Address any problems that arise during the event-whether related to technical issues, vendor delays, or logistical concerns-and find immediate solutions to prevent disruptions.
• Crisis Management: Remain calm and proactive in addressing emergencies or unforeseen issues to ensure that the event continues without significant disruptions.

Compliance and Risk Management

• Health and Safety: Ensure the event complies with all relevant health, safety, and legal regulations, including fire codes, security protocols, and insurance requirements.
• Permits and Licenses: Secure necessary permits and licenses for the event, especially for public gatherings or events involving alcohol.

• Organizational Skills

  • Ability to plan, coordinate, and manage multiple aspects of an event simultaneously, while ensuring that no detail is overlooked.

• Leadership and Team Management

  • Strong leadership skills to manage a team, motivate staff, and ensure smooth coordination among different departments or vendors.

• Communication Skills

  • Excellent verbal and written communication skills to engage with clients, vendors, event staff, and other stakeholders.

• Problem-Solving and Critical Thinking

  • Ability to think quickly on your feet and find solutions when challenges arise, ensuring minimal impact on the event's success.

• Attention to Detail

  • A keen eye for detail to ensure that every element of the event, from decorations to logistics, is handled with precision.

• Customer Service

  • Exceptional customer service skills to engage with clients, ensure their satisfaction, and handle any complaints or concerns professionally.

• Time Management

  • Ability to meet deadlines, adhere to event timelines, and manage time effectively to ensure smooth event execution.

• Negotiation Skills

  • Ability to negotiate with vendors, suppliers, and venues to secure the best deals and services while staying within the budget.

• Budgeting and Financial Management

  • Experience in managing budgets, including cost estimates, invoice handling, and ensuring that events stay within financial parameters.

• Creative Thinking

  • Ability to think creatively in designing event concepts, themes, and experiences that captivate attendees and leave a lasting impression.