Specialist | Events | Events

Job Description

The successful applicant will be responsible for the planning and coordination of several events from start to finish.

Responsibilities

Event planning and co-ordination

Planning and coordination of allocated events, webinars and exhibitions from start to finish.
Contracting with venue and service suppliers (i.e. booking of venues, sound equipment suppliers as well as sourcing alternatives and continuously searching for ways to build the brand through events).
Booking presenters or speakers, ensuring detailed record keeping thereof and timeous itineraries to speakers and delegates.
Ensuring all steps of the events communication process are followed (e.g. save the date, invite, reminder etc.).
Attendance of events and coordination on the day, including own travel arrangements.
Post event record-keeping.
Ensuring that event costs are within budget and proactively communicate with stakeholders throughout.
Facilitate invoice approval, processing and budget record-keeping.
Building and maintaining a client database, supplier database and potential new venues and suppliers.
Creative input i.t.o designing events and invitations.
Ensure events are hosted to the highest standard in line with the Allan Gray brand.
Consistently liaising with the events team to ensure uniformity.
Continually update guidelines documents and create efficiencies in the event procedures.
Conduct site visits in all applicable regions and update venue list with all new hotels, restaurants and venues listed.

Relationship Management

Build and maintain relationships with key internal and external stakeholders to ensure events are in line with the brands standards.
Ensuring that details of events are communicated with stakeholders throughout events timeline.
Consistently managing feedback to internal and external stakeholders.
Pro-actively communicate with event owners regarding potential negative or positive impacts on their events strategy.

Allan Gray Citizenship

Adds to the business environment and overall growth of colleagues.
Serves as an ambassador, representing the company in a professional manner.
Values driven: client focused, performance driven, long-term oriented, independent minded, individually accountable, integrity, trustworthy

Requirements

Minimum of 5 years relevant work experience in the Financial Services industry
Advanced understanding of Zoom webinars and studio operations
Excellent verbal and written communication skills
Strong negotiation skills
Proactive, independent and forward thinker
Creative problem solver
Passionate about internal and external client satisfaction
Excellent organisation and time management skills
High stress tolerance with exceptional decision-making skills
Ability to work irregular hours when operationally required and highly adaptable to changing role requirements
Team leadership skills
Ability to travel
Valid drivers license
Exceptional relationship building skills, with great interpersonal skills
Diplomatic, tactful and persuasive communicator
Pedantic about detail
Perfectionist about consistency