Specialist - Events Management (UAE National)
Job Description
Job Purpose:
The purpose of this role to support Assistant Director - Events in the planning and implementation of both business and public events, with a particular focus on business conferences, workshops, exhibitions and seminars. The specialist will play a crucial role in the planning, organization and execution of our company's conferences, events and exhibition participation that aligns with our organizational goals and provide exceptional experiences for attendees, speakers, sponsors, partners and our senior management team.
Responsibilities:
Event Planning: Support the Assistant Director, Events to undertake the detailed planning of events. Collaborating with internal departments, external stakeholders, suppliers, vendors and speakers from concept to completion. This includes defining event objectives, themes, formats and target audiences.Support Assistant Director Events in the creation of policies, procedures and standard documents to ensure smooth planning.
Logistics Management: Coordinate all logistical aspects of events including venue liaison, catering, audio-visual setup, signage, invitations, exhibition setup, dcor and branding and other on-site requirements. Ensure that all logistical elements are planned, scheduled and run seamlessly.Ensure all necessary event approvals are in place with governmental agencies.
Vendor Management: Identify, procure and manage relationships with vendors, suppliers and partners to secure required services and resources within budget constraints.
Program Development: Assist the Assistant Director Events in the creation of event programs, schedules and agendas ensuring attention to detail in all aspects. Source speakers, presenters, exhibitors and panelists and ensure that they are well-prepared and have all information needed for their participation.
Promotion and Marketing: Collaborate with the marketing team to develop promotional strategies that drive attendance and engagement. Oversee registration processes and post-event surveys and reporting.
Budget coordination: Support the Assistant Director Events in detailed management of event budgets, ensuring all expenses and revenues are tracked, costs are controlled and events are planned within financial limits. Provide pre-event budget planning and post-event reporting.Liaise with finance teams and suppliers to ensure timely payments.
On-site coordination: Lead on-site coordination and management of events, including overseeing registration, handling enquiries, troubleshooting issues and ensuring a smooth experience for participants. Event and set-ups may take place in unsocial working hours and may require some physical work.
Post-Event Evaluation: Collect and analyze feedback from attendees, speakers, sponsors and partners to assess event success, identify areas for improvement. Use insights to refine future events, identify new strands and work with Business Growth Department to develop event audiences.
Team Collaboration: Work closely with internal teams including sales, marketing, finance, procurement and other key departments to ensure alignment of events with internal processes and strategies.
Crisis Management: Act calmly and effectively in high-pressure situations, addressing any unexpected challenges or emergencies that may arise during events. Support Assistant Director Events in the creation of crisis management plans.