Event Planner

 Usually handles meetings or events that are more intricate, strategic, complex or large scale.

Such Duties May Include Managing Or Leading a Team In

 Ownership or Leadership role of all program delivery elements utilizing standard processes and procedures to achieve client satisfaction.

Meeting/Event Planning process: determine purpose of the meeting; prepare a project plan; prepare specifications; obtain historical information related to program; identify stakeholder needs; prepare program outlined (topics, content, speakers); design program details to meet needs of participants; identify successful criteria for evaluation of meeting; understand technology requirements

Facilities & Services: determine appropriate geographical location; determine venue; identify services required; coordinate security procedures; plan, order and oversee technology requirements; conduct a pre-meeting briefing and post-con with suppliers and facility providers; plan/create agendas for site inspections

Financial & Contract Management: identify ancillary revenue sources and/or cost savings opportunities; develop budget for meeting; may be required to negotiate contracts; ensure completion of payment and/or billing process; manage to budget; conduct RFP process; determine fees for participation

Logistics: establish invitation/registration procedures; assess risk management to determine insurance and operations needs; determine exhibitor booth assignments/setup process; secure transportation arrangements; communicate travel arrangements; determine setup for function rooms including seating and AV; manage all food and beverage; prepare and review housing reports in a timely manner; coordinate shipping of materials

Program: secure speakers & manage contractual relationship; secure entertainment; determine food and beverage requirements that support program objectives; arrange ancillary programs in conjunction with the meetings including pre/post meeting activities; arrange media and PR activities for program

 Always responsible for end to end management

 Proactively escalate potential client or program issues for timely resolution.

 Responsible for completing Statement of Works for clients

 Ownership of timeline, budget/pro-forma, and group reporting

 Financial accountability for programs including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines

 Management of supplier partners and internal support areas to ensure quality and timely delivery

 Provide program feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review.

 Presents proposals and debriefs to customers as required

 Escalate delivery issues through notification of management to ensure continuous improvement of M&E processes, procedures and tools.

 Travel on-site for assigned programs, acting as the business lead. Collaborate with on-site Lead (if they are not the Lead themselves).

 Complies with M & E technology usage as required

 Time tracks as requested by management

 Responsible for creating and maintaining meeting profiles for assigned programs

 Responsible for negotiating all vendor contracts, independently, related to a particular event, including, air, hotel etc

 Could act in capacity of Trip Director

 Identify up selling opportunities and action accordingly

 Identify scope creep and action accordingly

 Meeting measurable performance targets (see below)

 Other Duties As Required

Primary Location

EG-EG-Cairo

Work from home

No

Employment type

Standard

Job Family

Meetings & Events

Scope

Country

Travel

No

Shift

Day Job

Organization

Meetings & Events

Job Posting

Dec 27, 2016

Technical Skills

Languages  English fluent: writing, speaking and communicating

 Abilities to deal within a multicultural environment

Presentation skills  Is effective in a variety of formal presentation settings; one-on-one, small and large groups, with peers, direct reports, and bosses; is effective both inside and outside the organization, on both cool data and hot and controversial topics; commands attention and can manage group process during the presentation; can change tactics midstream when something isn't working.

 Written Communications: Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.

Computer knowledge  Word, Excel, PowerPoint

Specific skills  Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

 Priority Setting: Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.

 Organizing: Can marshal resources (people, funding, material, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.

 Planning: Accurately scopes out length and difficulty of tasks and projects; sets objectives and goal; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.

 Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

 Negotiating: Can negotiate skilfully in tough situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships; can be direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing.

 Listening: Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.

 Decision Quality: Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.

 Creativity: Comes up with a lot of new and unique ideas; easily makes connections among previously unrelated notions; tends to be seen as original and value-added in brainstorming settings.

 Interpersonal Skills: Relates well to all levels of people-up both inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Educations/Experience

Education  CMP designation an asset, formal Project Management designation/training an asset

 College diploma or degree in related field

Experience  Significant Experience Of Current Relative Meeting/Event Management Required

 College diploma or degree in related field

 Experience handling large, more complex events

 Computer proficiency in Microsoft office suite

 Proven ability in Project Management

 Strong communications skills: verbal, written and presentation skills

 Ability to remain calm and composed under stressful situations

 Strong Financial Acumen

 Strong multi-tasker who works well under pressure.

 Ability to travel to programs as needed

 Knowledge of web based registration tools is a plus

 Knowledge of the Trondent Reporting tools a plus