Events Coordinator

Job description

Line of Service Internal Firm Services Industry/Sector Not Applicable Specialism IFS - Internal Firm Services - Other Management Level Senior Associate Job Description & Summary This role will see you working with the Events Manager to plan, coordinate and execute events (in person and virtual) that enhance the firm’s regional presence and brand name in the marketplace. You will provide support throughout the entire events process, from the event design and planning stages, through to the implementation and post-event phases to measure event success. Primary duties and responsibilities: Customer experience Assist the Event Manager by working with multiple teams across the firm and across the region to plan and deliver events Assist in conducting pre-event and onsite communication in conjunction with the Events Manager Contribute to the delivery of high level events that are in keeping with the firm’s brand and strategy Deliver to a professional and high standard for Leadership Team events Financial Ensure event budgets are managed Work with the Finance team to manage the LPO and payment process for large scale events in a timely manner Negotiate with vendors to look for cost efficient solutions for services related to events Internal Process Work in line with event goals, objectives and specific implementation plans that promote the firm, defined by the Event Manager and led in conjunction with the PR, Communications, Marketing and Business Development teams Work closely with the Design and Branding teams to ensure brand integrity and alignment for events Work with the PR & Communications Teams to ensure alignment with communications and media strategy for events Connect and communicate with all relevant teams to ensure event deliverables and milestones are met eg. R&Q, Business Resilience, Security, PR, Comms, Procurement, IT, Finance, Travel etc. Work with internal teams (Design, EmTech etc) and outside vendors to introduce and develop new tools for events as required Prepare event briefs for internal teams and support teams, and ensure everyone understands their role within the event Liaise with internal and external speakers, preparing and sharing speaker briefs, and ensuring a professional experience is provided Maintain and develop the Events calendar and update the team accordingly on team calls Work closely with the design team when creating artwork for the large scale events Assist with the development of all event materials to deliver a high quality event and provide suggestions for new quirky ideas at events Manage event logistics onsite and assist the Event Manager with all event enquiries and requests Work with the Procurement team when developing relationships with vendors eg. AV companies, venues, branding companies etc Ensure the Clients & Markets storage cupboard is kept stocked and tidy, and manage requests for cupboard access Manage requests for event materials ie.banners, backdrops, giveaways etc Organise and manage firm photo shoots Source appropriate venues across the region aligned to event objectives Develop a strong understanding of alternative venues for different event formats Keep up to date with new hotel/venues opening regionally, setting up site visits and building relationships. Learning & Growth Produce lessons learnt documents post-event and ensure changes are incorporated into future events Act as a key resource to other functional areas of the business, building cross-functional relationship; this is key to the smooth and successful delivery of firm events Language Fluency in spoken and written English Proficiency in Arabic is an advantage Experience A minimum of 3 years experience in event planning and delivery Some exposure to marketing, communications and/or PR fields Experience in the Professional Services Industry is an advantage Knowledge and Skills Knowledge of event management activities Experience of working at in-person events Experience in delivering virtual events / using virtual event platforms is beneficial Strong communication skills Organised and the ability to multitask at a fast pace Problem solving skills Ability to build key relationships internally and externally Ability to work under pressure and within tight timeframes Excellent time management and project management skills Education (if blank, degree and/or field of study not specified) Degrees/Field of Study required: Degrees/Field of Study preferred: Certifications (if blank, certifications not specified) Required Skills Optional Skills Desired Languages (If blank, desired languages not specified) Travel Requirements Available for Work Visa Sponsorship? Government Clearance Required? Job Posting End Date