Event Manager

                                                           Job Description – Event Manager

Position Summary 

The event manager is responsible for producing events from conception through completion in highly organized manner. The position holder is expected to provide outstanding customer service and organize memorable events that meet the intended goals and expectations both creatively and consistently. S/he must be able to work well within time limits to plan, resource, and oversee the events. 

Excellent people skills are a must as he will be working with clients directly to identify their needs and ensure customer satisfaction. The abilities to multitask and prioritize are essential, as this role involves overseeing facilities as well as details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.

Work is often challenging and fast-paced, which requires working under pressure and the ability to execute multiple task with enthusiasm, proactive thinking and determination.   

job accountabilities:

Key Performance Indicators

• Number of leads
• Number of Tenders participated and percentage of success 
• Number of new event contracts and managed events
• Execution of events within budget and timeline 
• Achievement of revenue targets or Monetary returns 
• Client satisfaction level
• Quantity of Market research documents
• Vendor relationship
• Succession planning 

key dimensions:

Main Duties & Responsibilities:

• Ability to develop or produce tailored events from conceptualization to implementation, understanding the purpose and scope of the planned event. 
• Ability to see the event “big picture” and meet objectives in all stages of event planning, design, and production.
• Management of all project elements within time limits and on budget.
• Exceptional communication skills to liaise with clients, identify their needs, and ensure customer satisfaction.
• Ability to conduct market research and information gathering.
• Marketing the service and Negotiating contracts.
• Providing clear, well-written periodic plan and reports to superiors and stakeholders.
• Ability to articulately propose ideas to improve services and event quality.
• Management and organizational skills needed to oversee facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
• Commitment to compliance with all insurance, legal, health, and safety obligations.
• People skills needed to staff events and coordinate their activities.
• Enthusiasm regarding collaborative work with marketing department to promote and publicize events.
• Proactive approach to handle issues and troubleshooting any emerging problems on the event day.
• Conduct survey and in-depth satisfaction assessment during and after the event to produce professional post event report. 
• Research skills to identify event opportunities, understand the market, and generate interest.
• Ability to solicit reliable vendors and manage supplier relationships 

Company Visibility and strong Relationship with Partners and Vendors 

• Represent the company in different meetings when necessary 
• Establish and/or maintain good relationships with affiliated government and non-Government organizations, industry influencers, key strategic partners, supportive entities, vendors, clients, appointed agents, etc... 

• Maintain a consistent corporate image throughout preparation of all project documents

• Establish excellent customer relationships and provide a high standard of service to customers in accordance with company policy.

• Maintain and/or develop successful business relationship with existing and new partners and vendors. 

• Ensure project website & social media pages are working and up-to-dated with necessary information. 

• Secure customer testimonials as per individual and team objectives. 

Administration and Reporting 

• Manage operational and administrative functions of the department to ensure specific projects are delivered efficiently. 
• Lead, motivate, direct and support your team besides following their activities closely.

• Keep precise records of conversations with all clients/colleagues/partners and ensure that all records are kept up-to-date and accurate. 

• Submit periodical (Weekly, Monthly, Quarter, Bi-Annual and Annual) plan and report about the department activities and Let your team to do the same.
• Hire, train, and educate staff on proper event procedures and ensure adequate preparation. 

• Satisfactorily deal with any queries or complaints within short period of time to maintain an acceptable level of credits against revenue generated as per individual objectives. 

• Effective communication with other internal departments including operations, marketing, finance to maximize client experience.
• Comply professional dress code and maintain a smart, business-like appearance at all times. 
• Present a supportive, positive and enthusiastic attitude towards the job, the company and your colleagues at all times. 
• Perform any other duties that may be assigned by superiors.

Qualifications/Competencies/Position Requirements: 

Knowledge, Skills, and Abilities: 

• Excellent communications, organizational and interpersonal skills, strong analytical ability. 

• Ability to lead others by influence and develop strong relationships with cross functional teams and partners to achieve the event desired objectives.
• Creative thinker and fast learner, ability to communicate ideas effectively. 
• Ability to effectively translate company/client objectives into creative show/event platforms. 
• Ability to manage staff and external vendors in order to maximize productivity of department. 
• Ability to effectively communicate company messages across all markets. 
• Excellent knowledge of show/event environment. 
• Ability to deal with confidential tasks, with total discretion. 
• Flexible, ability to identify and resolve problems quickly. 

Education and Experience: 

• BA degree in Hospitality, management or related business field 
• 3+ years’ experience in events, public relations and/or marketing job 
• Experience in event management positions is a plus

Management/Supervisory Responsibilities: 

• Supervise the event team and Onsite staffs. 

Financial & Budgetary Responsibility: 

• Prepare the department annual operation budget.
• Develop event budget and prepare financial performance reports respective of the plan.  
• Manage vendor contracts; exercise diligence in tracking expenses to meet budget goals
• Monitor vendor performance; ensure alignment with market value for services rendered

Working Hours: 

• Hours may vary and will require evening and weekend work depending on business needs and will require to work extra time. 

Working Environment: 

• Office setting with irregular outdoor activity for various tasks 

Physical Demands: 

• Digital dexterity and hand/eye coordination in operation of office equipment
• Lifting and carrying of supplies, products and event materials, etc. 
• Ability to speak to and hear via phone or in person.