Events Coordinator Sandton - JSE Limited - Sandton

To coordinate and manage the execution of events for both internal and external clients as well as other JSE stakeholders to ensure that all functions, events and conferences hosted at the JSE or by the JSE are of a high standard and contribute to the revenue generation targets of the JSE as well as positive brand experience. Minimum Qualification: Diploma in Marketing, Digital Marketing, Events Management or hospitality related qualification Knowledge and Skills required: Proficient in Ms Word, Excel, PowerPoint, and MS Outlook Advantage: know how to build a web page using programmes such as Word Press, build an invitation using a programme such as MailChimp or TouchBase Pro. Results Delivery: Apply cost effectiveness principles in everyday delivery to contribute to achievement of departmental financial targets. Ensure cost effectiveness by getting budget before meeting with client, using preferred suppliers and stay within agreed budget. Project manage the event planning process effectively using a project plan and adhere to the agreed administration and planning standards by abiding to the function sheet and Act appropriately on feedback provided in feedback form to ensure that delivery and service levels are in line with JSE standard and expectations. Stakeholder Relationship Management: Ensure clients' needs are understood and met by abiding to the brief. Assist clients in curating the events and conferencing that is fit for the agreed goals by client. Meet clients' needs by providing required service and timeous feedback. Build sustainable relationships by providing excellent service within cost constraints, maintaining relationship by continuous contact with the client and understanding their needs. Be proactive on feedback to clients to ensure client satisfaction. Build relationships with vendors by continuously providing them with accurate information that is timeously delivered for them to deliver according to brief. Process Management: Manage own delivery against agreed deliverables and set timelines, identify obstacles to delivery and take appropriate action where required to ensure deadlines are met timeously. Identify obstacles and major challenges through continuous evaluation of processes and standards to ensure effective operational alignment to strategic priorities. Obtain event brief from manager and analyse to ensure understanding and to ensure all requirements are addressed in event activity list. Manage complex and large events for internal and external JSE clients such as international conferences and golf days to contribute to the attainment of the JSE commercial objectives. Deliver allocated events according to brief, from planning to implementation, by working according to project plan. Select best suppliers for a function to ensure the standard of the function is high based on program; catering; decor and protocol requirements. Book selected suppliers and communicate the function requirements to them to ensure that they are prepared and ready for each event. List every action that takes place before, during and after an event (including vendor names, contact detail, what they are delivering and when, set up detail according to floor plan, time of set up and cleaning, to arrival of guests, detail per minute as per programme, set up disassembly, vendor collections) to create a Function sheet and ensure smooth running of events. Send out Function sheet to all the relevant parties and ensuring they action accordingly. Build invitations with banner and wording provided. Manage RSVPs and report to client, build webpage, attendee hub and app using the Cvent platform where relevant. Update sharepoint with events coming up Utilize the event Venue Management system to manage bookings, create bookings on indays as well as per managers' instruction. Prioritise activities according to urgency and prepare for function meetings and planning for upcoming events. Ensure purchase orders for each supplier is raised and get manager's approval for costs Obtain tax invoices and statements from supplier and send for approval and submit for payment. Post event reports to be done for repeat events and larger once off events. Observe and uphold data privacy guidelines when managing client contact information. Self-Management: Improve personal capability and professional growth in line with JSE objectives by discussing development needs and proposed solutions with management. Be an effective team member encouraging teamwork and freely sharing knowledge. Visibly live the JSE values contributing to the achievement of divisional objectives. · Manage self in terms of development, delivery and act as a self-starter. Transformation and Innovation Management: Identify, share and implement value adding improvement/innovative ideas and solutions contributing to divisional and JSE results Continuously evaluate technology that is used for virtual eventing requirements Continuous learning for best-in-class processes and technologies that are employed by various industry players Continuous research for new and improved venues that can be used by the JSE for eventing or conferencing requirements. Apply Now

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Events Coordinator Sandton - Sandton

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