Senior Community and Events Officer
The D. GmbH
Total years of experience :5 years, 11 Months
• Organize and implement all Singularity University Cairo Chapter events and meetups
• Implement local events from concept creation to closure; starting from meetups, bootcamps, hackathon & summit.
• Create & organize community events at the Hub to ensure our community members engage together.
• Produce detailed proposals for events (e.g. Timelines, venues, suppliers, legal obligations, staffing and budgets)
• Develop and manage event budgets
• Identify opportunities for local sponsorship and partnership that influence budget projections
• Identify company community needs and execute events that impact the company’s development, reduce member churn, and support the promotion of The D. products and promotions (sales).
• Coordinate contract negotiations with groups and venues, negotiating contracts with service providers and suppliers such as caterers, hotels, venues, agencies, etc.
• Develop event elements that support event goals and the broader marketing strategy.
• Lead promotional activities for the event
• Develop event activation and source talent, vendors, and partners that support event goals.
• Communicate with the Finance team to ensure all revenues are being billed and collected in a timely fashion
• Solicits, secures, and grows sponsorship relationships for each event.
• Monitors expenses with respect to budget and recommend areas for cost-savings
• Reviews actual revenues and expenses versus budget frequently with Finance Manager and CEO
• Identify partner opportunities, co-create on partnership decks, and secure supporting partnerships on a timeline that ensures the proper promotion and fulfills partnership agreement.
• Report performance on defined event KPI’s including attendance numbers, local brand impressions, conversion rates, etc.
• Conducts post-event evaluations and debriefs to determine how future events can be improved
Coordinate, assist with and ensure office efficiency through high-level administrative support that often required exercise of discretion, judgment and negotiation.
•Manage the day-to-day operational and administrative activities of the Chairman by setting and monitoring his schedule, organizing the incoming flow of work, maintaining a monitoring system, and following-up to ensure timely responses.
•Research, Compile, and prepare confidential documents, and brief the Executive regarding content.
•Manage the chairman’s complex and frequently changing travel arrangements and coordinate trips pre-planning.
•Prepare and review detailed expense reports for international and domestic trips ensuring their alignment with guidelines.
•Issue all Low and High Value Purchase Orders using SAP system.
•Coordinate all procurement related activities for the function (e.g., handling the dedicated client procurement (DCP) role)
•Coordinate the preparation of accruals timely
•Manage the pay of invoices in a timely manner
•Negotiate favorable terms and pricing agreements with hotels, vendors, caterers at special events.
•Organize events and group business entertainment through reserving sites, maintaining catering and preparing the set up such as: The yearly “Kick-off meeting” and “Dealers Convention”.
•Prepare documents, letters, presentations, weekly & month end reports
•Provide basic IT support for team members e.g. prepared E-Requests
•Update on a regular basis the lubes sales organization charts, distribution lists and emergency contact lists.
•Conduct presentations for the lubricants sales department about safety and security topics.
•Prepare agendas, take minutes of meeting and coordinate logistical arrangements for meetings.
•Sustain all organizational processes.
Manage the provisioning of supplies, equipment and services that enable the staff to perform their jobs effectively
•Review and process expense reports
•Establish and communicate procedures used in day- to- day operations to make revisions as appropriate
•Handle the dedicated client procurement (DCP) role
•Review all Aramex invoices versus the Airway Bills on Monthly basis to ensure that no invoice is double paid.
•Prepare HR, invitation, salary and bank letters.
•Assist in events organization
courses: Events & Conference Management Certificate
courses: Thanaweya Amma