Description:
Job purpose
To manage SAICA seminars/events as allocated and according to objectives and budget. To ensure effective planning and delelivery of the event.
Responsibilities
Project planning, management and administration
Develop individual project plans as per the allocated offerings on the year plan.
Manage operational and administrative functions to ensure specific projects are delivered efficiently
Management and implementation of all project delivery elements within time limits, including but not limited to:
Suppliers:
- Research and propose suitable suppliers required for the specified project
- Work within allocated budget and internal procurement process
- Manage suppliers throughout the specified project
Programme participants (i.e. speakers, MCs, entertainment etc.):
- Engagement with programme participants (when required by the event champion)
- Contracting and management of programme participants as required by the project
- Fee negotiation (where speakers are sourced by the coordinator)
- Briefing of programme participants
- Coordinate and manage all travel logistics for programme participants
Marketing and advertising:
- Liaise with the marketing department to identify suitable marketing/advertising opportunities and platforms
- Coordinate and manage the marketing and advertising of the offerings on SAICA marketing and booking platforms
- Proactively initiate additional communication to maximise attendance when required.
Enrolments:
- Monitor enrolments in terms of expected and maximum attendance
- Timeous recommendations regarding the cancellation and/or postponement of offerings
Delegate communication:
- Responsible for delegates correspondence as it pertains to the event
Onsite management:
- Responsible for the overall onsite management of the event, venues, suppliers and staff
- Proactively handle any arising issues on the event day
Commercial / sponsorship
- Timeously communicate details of the event/seminar to the commercial delivery department for possible sponsorships/partnerships
- Liaise with the commercial delivery department on a regular basis for status updates
- Ensure the fulfilment of SAICA’s responsibilities as outlined in sponsorship contracts with sponsors
- Maintain professional working relationships with all partners / sponsors onsite
Internal Stakeholder communication
- Set-up meetings as requested with event champion and other stakeholders initiate project plan
- Send regular reports and stats to the event champion and other stakeholders
- Maintain professional working relationships with all event champions and event stakeholders
Finance
- Assist the Project Manager with annual budget planning and quarterly forecasts
- Ensure that all quotations from service providers are received and in line with the SAICA procurement policy and ensure that all invoices related to the offerings are received timeously, processed for approval and payment, with all outstanding invoices resolved Ensure adherence to annual department targets
- Initiate applicable cost saving measures
Customer Service
- To treat members, stakeholders contacting the Institute with a professional approach.
- To be service orientated in dealings with stakeholders (both internal and external).
- To have a sufficient knowledge of the departments within the Institute to correctly refer members to the relevant department/employee to assist them with their queries.
- Ensure that all queries are handled and resolved professionally and efficiently
- Ensuring excellent customer service and quality delivery
Requirements:
- Research and propose suitable suppliers required for the specified project
- Work within allocated budget and internal procurement process
- Manage suppliers throughout the specified project
- Engagement with programme participants (when required by the event champion)
- Contracting and management of programme participants as required by the project
- Fee negotiation (where speakers are sourced by the coordinator)
- Briefing of programme participants
- Coordinate and manage all travel logistics for programme participants
- Liaise with the marketing department to identify suitable marketing/advertising opportunities and platforms
- Coordinate and manage the marketing and advertising of the offerings on SAICA marketing and booking platforms
- Proactively initiate additional communication to maximise attendance when required.
- Monitor enrolments in terms of expected and maximum attendance
- Timeous recommendations regarding the cancellation and/or postponement of offerings
- Responsible for delegates correspondence as it pertains to the event
- Responsible for the overall onsite management of the event, venues, suppliers and staff
- Proactively handle any arising issues on the event day
- Timeously communicate details of the event/seminar to the commercial delivery department for possible sponsorships/partnerships
- Liaise with the commercial delivery department on a regular basis for status updates
- Ensure the fulfilment of SAICA’s responsibilities as outlined in sponsorship contracts with sponsors
- Maintain professional working relationships with all partners / sponsors onsite
- Set-up meetings as requested with event champion and other stakeholders initiate project plan
- Send regular reports and stats to the event champion and other stakeholders
- Maintain professional working relationships with all event champions and event stakeholders
- Assist the Project Manager with annual budget planning and quarterly forecasts
- Ensure that all quotations from service providers are received and in line with the SAICA procurement policy and ensure that all invoices related to the offerings are received timeously, processed for approval and payment, with all outstanding invoices resolved Ensure adherence to annual department targets
- Initiate applicable cost saving measures
- To treat members, stakeholders contacting the Institute with a professional approach.
- To be service orientated in dealings with stakeholders (both internal and external).
- To have a sufficient knowledge of the departments within the Institute to correctly refer members to the relevant department/employee to assist them with their queries.
- Ensure that all queries are handled and resolved professionally and efficiently
- Ensuring excellent customer service and quality delivery
- Event Administration: 2 to 3 years
- Grade 12 / Matric is essential
- Project Management or similar qualification would be an advantage
- Event Management Training
- Minimum of 2 years` experience in the industry of events/seminar/conference organising and customer liaison as a co-ordinator/organiser/manager
- Event budgeting experience
- Administration experience
- Exposure to public speaking would be an advantage
Qualification
- Grade 12 / Matric is essential
- Project Management or similar qualification would be an advantage
- Event Management Training
Experience
- Minimum of 2 years` experience in the industry of events/seminar/conference organising and customer liaison as a co-ordinator/organiser/manager
- Event budgeting experience
- Administration experience
- Exposure to public speaking would be an advantage
19 Apr 2024;
from:
careers24.com