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.
- 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.
- 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
- 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
- Degree or diploma
- Advanced computer literacy on the entire MS Office suite
Cape Town
Closing Date
20 November 2023
