Seminar and Events Coordinator

Johannesburg, Gauteng
Permanent
Full-time

27 days ago

Job purposeTo manage SAICA seminars/events as allocated and according to objectives and budget. To ensure effective planning and delelivery of the event.ResponsibilitiesProject planning, management and administrationDevelop individual project plans as per the allocated offerings on the year plan.Manage operational and administrative functions to ensure specific projects are delivered efficientlyManagement 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 SAICAs 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

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

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