Specialist - Events

Objective:

Support the planning, organization, and execution of corporate events by coordinating logistics, maintaining budgets, aligning branding, and collaborating with stakeholders to ensure seamless operations and impactful attendee experiences while driving continuous improvement and innovation in event management practices.

Essential Duties:

• Assist in planning, organizing, and executing a variety of corporate events, including employee engagement activities, conferences, workshops, and recognition programs.
• Coordinate with internal stakeholders to ensure events align with organizational goals and themes.
• Handle logistical aspects of events, including venue selection, vendor coordination, equipment setup, and catering arrangements.
• Manage on-site event end to end execution (including setup, rehearsal and dismantling), ensuring smooth operations and addressing any issues in real time.
• Oversee guest registration, seating arrangements, and attendee management.
• Serve as the point of contact for internal teams, ensuring their event-related requirements are understood and addressed.
• Facilitate collaboration with departments such as communications, HR, and IT for event success.
• Manage event agencies contracts, raise Purchase Requests (PRs), Purchase Orders (POs), and Statements of Work (SoBs) to support event-related needs, ensuring timely approval and processing.
• Maintain accurate records of event-related expenses and vendor invoices.
• Ensure compliance with organizational procurement and administrative guidelines.
• Creative and Branding Alignment
• Collaborate with the creative and design teams to ensure event materials, branding, and visuals align with the organization’s guidelines and themes.
• Coordinate the creation of event-related communication materials, such as invitations, agendas, and follow-up emails.
• Budget Management
• Assist in preparing event budgets, monitoring expenses, and ensuring cost-effective execution without compromising quality.
• Support vendor negotiations to secure favorable terms and maintain cost efficiency.
• Collect feedback and analyze the success of events, providing reports to the Event Management Manager with insights and recommendations for future improvements.
• Maintain records of event outcomes, expenses, and key learnings for future reference.
• Research and recommend innovative event ideas, tools, and technologies to enhance attendee engagement and improve operational efficiency.
• Stay updated on industry trends and best practices in event management.
• Management of the Event agencies contracts
• Provide the necessary support to the line manager and perform any other related tasks assigned.

Experience and Qualifications:

• Preferable to have 3 to 6 years of experience in a similar field/position.
• Bachelor’s degree in Marketing, Public Relations, Communication or equivalent in a similar discipline appropriate to the job duties
• Has good experience in managing events and its logistics