Events Specialist

WHY JOIN THE JSE? The JSE recognises that its success and strength depend on the quality of its employees. We are committed to fostering a culture of continuous learning and high standards of performance. Our employee wellness programme is designed to encourage work-life balance for employees. We naturally seek to empower staff and encourage diversity and opportunities for all.

Introduction

Purpose of the role is to support the events team in managing the events portfolio of the group, focusing on strategic projects such as conferences and sponsorships. The incumbent will be responsible for planning, development and delivery of internal and external clients' events and conferences to meet stakeholder needs and build positive experiences, elevating the JSE’s brand and reputation.

KEY RESPONSIBILITIES:

Business and Financial Results Management

1. Contribute to the development of package benefits and elements for externally sponsored events to drive revenue generation.
2. Management of each event’s budget whilst meeting the client’s event specifications and requirements.
3. Support the department meeting its expense budget by tracking costs, closing out invoices and reporting on deviations from budget.
4. Assist in budget forecasting aligned with key departmental activities, ensuring financial planning is accurate and timely.
5. Apply cost effective strategies to deliver JSE events within cost, while meeting timelines and desired quality.

Stakeholder Relationship Management

1. Engage with event and sponsorship stakeholders before and after events to ensure their needs are understood and met.
2. Provide guidance to the business to ensure group sponsorships are delivered in line with the overall marketing strategy and brand promise.
3. Collaborate with various JSE stakeholders in planning and executing JSE conferences, ensuring alignment of objectives and resources.
4. Utilise technology platforms to engage stakeholders effectively, enhancing communication and collaboration throughout the sponsorship and event lifecycle.
5. Build relationships with colleagues, peers, and staff using effective interpersonal skills to foster collaboration.
6. Document event feedback and promptly share insights with the events team and vendors to facilitate corrective and preventive actions.
7. Plan and execute events in accordance with the Group’s Sponsorship and Events playbook, utilising project management processes.
8. Co-ordinate delivery of multiple conference and events elements, leveraging on digital technology and vendors.
9. Develop comprehensive event briefs and function sheets, clearly outlining client needs and expectations.
10. Utilise marketing and events planning technology to streamline end-to-end event processes, ensuring efficient communication and coordination among all stakeholders.
11. Gather real-time feedback from delegates, clients and the events manager during events to address urgent issues promptly.
12. Ensure adequate resources for events, including registration and support services, to deliver on-time and according to service level agreements.
13. Work with Events Manager to source new vendors and maintain contracts and service level agreements (SLAs) to deliver according to clients’ requirements.
14. Partner with technology service providers to deliver virtual events and conferences, ensuring they meet best-in-class standards for engagement.
15. Guide and supervise temporary staff and interns in the events team to ensure they deliver according to JSE standards and procedures, and effectively support events managed by the division.
16. Contribute to the development and planning of enterprise-wide conferences and sponsorship events, in collaboration with management and cross-functional stakeholders.
17. Implement events management processes to enhance stakeholder engagement and maximize partnership value throughout the event lifecycle.
18. Ensure event benefits are delivered as per sponsorship contractual agreements with clients.
19. Provide oversight and governance of the Events’ supplier base to optimise their performance in delivering eventing elements.
20. Implement compliance requirements related to sponsorships within the operational framework.
21. Collect feedback and information to assess the effectiveness of Sponsorships and Events delivery, to ensure alignment with brand objectives and key performance metrics, and identify areas for improvement.

Minimum Requirements:

1. Grade 12 and relevant tertiary qualification
2. Related Diploma or certificate would be an advantage
3. 4-5 Years of experience in an Events Management role
4. Experience co-ordinating large-scale conferences and events
5. Project administration experience an advantage

Knowledge:

1. Principles of project management
2. Basic software applications (e.g., Outlook, Word, Excel, Access, Internet, Email)
3. Bulk email sending platform or technologies
4. Virtual Eventing platforms and software
5. Capacity planning
6. Client service management
7. Service quality standards
8. Basic Occupational Health and Safety knowledge

Skills:

1. Giving presentations
2. Drafting reports
3. Establishing and maintaining collaborative relationships with peers / managers
4. Building and maintaining effective relationships with internal and external stakeholders
5. Budget management
6. Knowing how supplier and competitor offerings are priced and is aware of customer’s budget