Event Executive

The main purpose: The purpose of this position is to ensure the coordination and administration relative to all types of events hosted at the CTICC thus ensuring the successful build up/compilation and execution of events. The Event Executive must ensure that clients have exceptional experiences through effective client management.

Reporting to the: Events Manager

Key responsibilities will include but are not limited to:

1. Coordinate and Procure services for all Events

• Client relationship management.

• Determining the exact needs of the client and advising on certain possibilities and options.

• Advising and discussing all services requirements for events namely: venue settings, décor, Audio Visual, ICT solution, entertainment, food & beverage requirements, security & safety; statutory regulations and any other additional requirements relating to the event.

• Upsell all services for events.

• Generate requisitions and hand over to Finance to follow up on client payment deadlines.

• Liaising with the relevant internal departments/divisions regarding additional special needs as requested by the client.

• Arrange pre-conference meetings with client and all internal stakeholders as well as service providers.

• Client relationship management.

• Liaising and promoting CTICC in-house service providers.

• Ensuring client satisfaction with the event planning process

• Arrange client feedback meetings for a de-brief after the event to ensure client relationship management.

• Securing client feedback and responding appropriately and timeously on the actual experience at the CTICC.

• Ensure to achieve required client satisfaction score for the division.

• Co-ordinate and attend site inspections and menu tasting with clients.

• Follow through to successful execution of event and ensure the account has been completed in terms of financial records.

• Ensure all contractual documents are on file when the account is closed.

• Ensure all events are closed and accounted for as per the company policy and procedures.

• Identify areas of improvement and communicate the opportunities with manager.

Client relationship management.

Determining the exact needs of the client and advising on certain possibilities and options.

Advising and discussing all services requirements for events namely: venue settings, décor, Audio Visual, ICT solution, entertainment, food & beverage requirements, security & safety; statutory regulations and any other additional requirements relating to the event.

Upsell all services for events.

Generate requisitions and hand over to Finance to follow up on client payment deadlines.

Liaising with the relevant internal departments/divisions regarding additional special needs as requested by the client.

Arrange pre-conference meetings with client and all internal stakeholders as well as service providers.

Client relationship management.

Liaising and promoting CTICC in-house service providers.

Ensuring client satisfaction with the event planning process

Arrange client feedback meetings for a de-brief after the event to ensure client relationship management.

Securing client feedback and responding appropriately and timeously on the actual experience at the CTICC.

Ensure to achieve required client satisfaction score for the division.

Co-ordinate and attend site inspections and menu tasting with clients.

Follow through to successful execution of event and ensure the account has been completed in terms of financial records.

Ensure all contractual documents are on file when the account is closed.

Ensure all events are closed and accounted for as per the company policy and procedures.

Identify areas of improvement and communicate the opportunities with manager.

2. Finance Management

• Prepare requisitions for expenditure ensuring adherence to company policies and procedures.

• Provide Finance with all supporting documents to prepare an invoice for an event in line with company policies and procedures.

• Ensure the supporting documentation is submitted to Finance within 4 days of event close to secure payment within the required time if additional services were procured by the client.

• Communicate with Finance Department to proactively approach accounts payable.

• Ensure payments are received in line with the pricing policy and client contract.

• Work with the Finance Department to follow up on overdue and outstanding payments to ensure money is received in compliance with policy and client contract.

• Liaise with debtors’ clerk regarding debtors age post events.

Prepare requisitions for expenditure ensuring adherence to company policies and procedures.

Provide Finance with all supporting documents to prepare an invoice for an event in line with company policies and procedures.

Ensure the supporting documentation is submitted to Finance within 4 days of event close to secure payment within the required time if additional services were procured by the client.

Communicate with Finance Department to proactively approach accounts payable.

Ensure payments are received in line with the pricing policy and client contract.

Work with the Finance Department to follow up on overdue and outstanding payments to ensure money is received in compliance with policy and client contract.

Liaise with debtors’ clerk regarding debtors age post events.