Events Coordinator-APPLICATION CLOSED!

Wabag Enga Province, Papua New Guinea
130 days ago

Description

The Events Coordinatorwill plan,conduct and evaluate a varied portfolio of
recruitment and engagement events and related administration to support the events marketing and sales initiatives for the University. She/he will be required to work with the event stakeholder, various Departments and Faculties to assist in building strong relationships with external vendors, including sponsors and corporate affiliations to ensure consistency and successful execution of all events.
The Events Coordinator will be involved in undertaking a high level of events management, administrative and organizational activities and will be required to foster ongoing successful relationships. In order to be successful in this role, it is necessary to manage the timelines of events and coordinate promotional plans and material with the hosts and key stakeholders for upcoming events or functions.
The Events Coordinator can also offer the possibility of some project management of larger initiatives, leading a project, guiding the team, setting roles and responsibilities, chairing project meetings and setting the agenda, etc.
The Events Coordinator may be required to work outside normal hours to service clients and event demands and may undertake a small amount of domestic travel from time to time.

Requirements

  • Bachelor’s Degree preferred and minimum three 3 years of relevant experience, preferably in higher education.
  • Experience in the area of event management, sales and supporting hospitality operations, external relations and marketing.
  • Significant administrative and organizational proficiency within a complex operating environment.
  • Well-developed planning and organizational skills with demonstrated ability to manage events concurrently, good written communication skills, including an ability to draft invitations, event publications, orders, routine correspondence, minutes and another events documentation.
  • Demonstrated initiative and ability to work independently in the completion of priorities which may have competing deadlines.
  • Ability to systematically identify sales opportunities, improvement in work systems, and implement changes in collaboration with clients and colleagues.
  • Demonstrated skills in the use of a range of computing applications such as Word, Excel and PowerPoint,
  • Be an effective team player who can work harmoniously in a team and looks to assist where possible.
  • Ability to work with academic staff and students.
  • Customer service focused with a dedicated focus on continuous improvement on events and within the team.

Bonuses

Unavailable

Benefits

Grade 14
IUE Basic Salary: K59,070. 00

Responsibilities

  • Fully coordinate events and enhance the recruitment, marketing and industry and community engagement objectives of the University.
  • Fully coordinate/organize events for all internal Faculties or Departments and also external clientele to ensure seamless delivery of services for events
 
 staged at the University and offsite eg. Marketing, Recruitment and Engagement Events (domestically and internationally).
  • Work with key stakeholders to coordinate specific event activity. This may include but is not limited to appointments, road shows, project planning and other small events.
  • Manage the details of all events to include Food & Beverages, audio visual, allocation of floorspace, theming, registration and signage, VIP and speaker management, and attendee logistics.
  • Obtain and review completed documentation and insurances, requisition of Event Risk Analysis.
  • Where applicable liaise with sponsors for events as required and keep a comprehensive database of sponsors, gifts, prizes, etc.
  • Track and report on expenditure for each event, in accordance with the specified budget.
  • Provide input each year into the Office of the President of the event budget.
  • Provide support to the events team to assist in the organization and execution of events, e.g., Conferences, Recruitment and Engagement Events, etc.
  • Actively promote all events and the Events Centre to gain exposure and interest from internal and external clients and targets through the use of the IUE website and other measures.
  • In conjunction with the Director for Public Relations, central marketing team and Faculty representatives, create and implement program-specific events aimed at a variety of markets.
  • Liaise with the central marketing and communications team and other staff to ensure event deliverables are met on time. E.g. programs, invitations etc.
  • Utilize current computer management systems to complete administration tasks.
  • Assist in the financial planning of annual events budget.
  • Raising PO’s /invoices for events.
  • Carry post event analysis including attendance on year performance forecast vs actual budget performance.
  • Recommendations on efficiencies to improve the University central events calendar to deliver a cohesive and structured program.
  • Liaise and follow-up with clients on outstanding event invoices.
  • Liaison with all visitors, students, clients, other Departments / Faculties and suppliers as required, e.g. meetings, site visits, etc.
  • Develop and maintain a relationship with academics and administrative staff within the University.
  • Ensure actions and interactions are consistent with the Department, Faculty and University’s objectives.
  • She/he has to demonstrate an ongoing commitment to the IUE Strategic Plan, University policies and to IUE’s quality assurance processes.
  • She/he will come into contact with staff, students, visitors and clients from a variety of cultural backgrounds. It is expected that mutual respect, cultural awareness and cultural sensitivity will form the basis of the professional working relationship.
 
 
  • Identify opportunities for sales through upselling, cross selling to increase potential revenue and be mindful of new business opportunities which can be fed through to the finance team.
  • Identify opportunities for continuous improvement to the administrative systems.
  • Contribute to the effective functioning and collaboration of the team.
  • Ensure her/his actions and interactions are consistent with the University, Department and Faculty objectives and corporate objectives.
  • Take part in professional development opportunities on a regular basis.
  • Work as a team player, and communicate with all members of the team on a consistent basis.
  • Keep skills and knowledge fresh.
  • Support clear lines of communication within and outside the Department, Faculty and University.
  • Observe and comply with University Health and Safety Policies and Procedures.
  • Report any observed hazards, maintenance or cleaning issues to the Human Resources Director.
  • Ensure all compulsory University trainings and initiatives are undertaken.
  • Be aware of Emergency, Evacuation and Safety procedures.
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