Event Executive

As an Event Executive, you will play a pivotal role in supporting the Event Practice to plan, coordinate, and execute a wide range of events, led by the campaign lead, ensuring seamless and memorable experiences for our clients and attendees.

You will be accountable to support with conceptualizing event themes, event logistics, coordinating with vendors and stakeholders, contributing to budgets, to deliver event strategies to meet the campaign objectives.

Your keen eye for detail and strong organizational skills will be critical in orchestrating events to exceed our clients' expectations. Additionally, you will collaborate closely with cross-functional teams to ensure delivery of all aspects of the event.

This is a 12 month contract to perm role.

Responsibilities:

Proposal & Pitches

• Assist in gathering information and data needed for proposals/pitches, ensuring all necessary details are included.
• Organize proposal materials and supporting documents for easy access during the proposal creation process.

Event Planning and Coordination Overview

Administrative Support

• Assist in administrative tasks related to event planning, such as scheduling, data entry, and document organization.
• Support in organizing meetings and communications with stakeholders.

Logistics Coordination

• Assist in coordinating event logistics, including venue arrangements, transportation, and equipment setup.
• Communicate logistical details to relevant parties and vendors.

Vendor Management

Vendor Research and Selection

• Assist in identifying potential vendors based on event requirements.
• Research vendor capabilities and offerings to ensure they align with event needs.

Vendor Communication

• Communicate event requirements and expectations to vendors.
• Assist in coordinating meetings and discussions with vendors.

On-site Event Management

Logistics Support

• Assist in event setup, arranging logistics, and ensuring everything is in place as per the plan.
• Help with the coordination of registration, equipment, materials, and signage for the event.

Participant Assistance

• Provide information and assistance to participants and attendees during the event.
• Assist with registration, guiding attendees, and addressing their inquiries.

Post-Event Evaluation and Reporting

Data Collection

• Assist in gathering post-event data, feedback, and surveys from attendees.
• Compile data for further analysis and reporting.

Documentation

• Assist in documenting event highlights, challenges, and successes for future reference.
• Prepare a summary of feedback received from attendees.

Budget Management

Budget Creation

• Assist in the development of event budgets based on event requirements, vendor outreach, historical data, and cost estimates.
• Assist in negotiating contracts with vendors and suppliers to secure favourable terms, pricing, and payment schedules.

Budget Tracking

• Assist in tracking event expenses and updating budget records.
• Ensure all invoices and receipts are organized and accounted for.

Data Entry

• Assist in inputting financial data into budget management templates or software working alongside the PMO Function.
• Help maintain accurate and up-to-date budget records.

Practice Marketing (External Positioning)

• Support the development of marketing collaterals showcasing the agency's services and past event successes.
• Assist in conducting market research to identify trends and potential target audiences for marketing efforts.

Requirements

• Preferable bachelor’s degree or similar in Event Management, Business, Marketing, Hospitality or a related fields.
• Preferably with some experience/exposure amongst an agency within the Event Marketing Industry.
• Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously.
• A keen eye for detail, creative thinker with the ability to be a solution-oriented problem solver.
• Excellent interpersonal and communication skills to liaise, communicate and negotiate with vendors.
• Strong teamwork and collaboration skills.
• Ability to work in a fast-paced, dynamic environment.
• Proficiency in event management software's & platforms, project management tools, and Microsoft Suite.
• Flexibility to work irregular hours, including evenings and weekends, to oversee events.

This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.