Events Coordinator, Communications
Carnegie Middle East Center
Total des années d'expérience :13 years, 11 Mois
Managing the center’s local and regional public and private events including drafting and editing invitations and agendas, handling logistics, managing budgets, maintaining schedules and coordinating with the center’s partners and external service providers.
Duties:
• Maintain a calendar of events for effective long term planning and management.
• Work closely with scholars to prepare for event requirements and support in identifying new participants.
• Develop, implement and manage events.
• Prepare invitations, mailing lists & invite text for the website and upload the events online using Marketo, Dreamweaver and Eventix software.
• Prepare and manage budgets & function statements and tracking event expenses.
• Manage all group rooms and banqueting processes and procedures.
• Oversee procurement of catering, audio-visual, security and rental needs.
• Prepare delegate packs and promotional material.
• Coordinate with Communication Director on any media and other related communication needs.
• Pre-test and manage on site-production, identifying solutions to any problems that may arise concerning the coordination and management of the event.
• Propose new ideas to improve the event planning and implementation process.
• Close out all events as required, post evaluating it and developing reports.
• In charge of accommodation, schedules, travel, day plans and registration procedures.
• Develop of roster of alternative service providers and a form for review of service provision.
• Meet with client for briefing (events such as conferences, birthdays, anniversaries, charity events, surprise parties, community events, etc.)
• Create concept and prepare proposals/presentations including creative ideas and cost.
• Source, filter, negotiate and finalize contracts with suppliers based on client’s budget and requirements.
• Plan and coordinate event logistics, including schedule preparation, employee briefing and delegation of tasks, material support and pre- and post-event evaluations.
• Calculate and manage budgets.
• Develop, implement and manage events.
• Edit and design promotional materials.
• Secure sponsorships.
• Work with printing and design companies to develop and create artwork.
• Create invitee list and managing RSVPs and attendee tracking.
• Manage correspondence.
• Keep inventory of backdrops, projectors, computers, and other display materials.
• Locate and purchase personal items and gifts.
• Receive study and execute VIP client requests (including hotel booking, personal shopping, gift arrangement, etc.)
• Coordinate and follow up with suppliers until full successful execution of the request
• Develop business strategies that drive sales through the assortment of products selected, pricing, promotion and ROI.
present and share the details and successes of our company with potential partners.
• Negotiate and build compelling product assortments at discounted prices.
• Negotiate terms and supply agreement with new vendors.
• Establish and maintain vendor relationships.
• Manage the boutiques selection process between our company and the respective brand.
• Create the Purchase Order for each buy or consignment deal with a vendor (retail, wholesale, company cost and company retail prices needed).
• Deliver creative assets from the brand to company’s creative team in a timely manner (images, press kits, reel assets, samples for photo shoots when possible).
• Negotiate buying terms with vendors (price, quantity, delivery terms, and markdown).
• Research and present new brand recommendations regularly, new suppliers, and new product ideas.
• Continually research and explore new trends in marketplace and category.
• Establish cross-‐functional relationships in order to effectively grow.
• Conceptualize, Visualize and execute a concept for the window.
• Install and Dismantle window display and all its elements from backdrop, furniture, props, mannequins and other accessories.
• Consult with the commercial department to determine type of merchandise to be featured, time and place of its display.
• Style customers upon request/ fashion pages in GS magazine/ mannequins of the stores.
• Source advertising opportunities and placing adverts in the press, billboards and on the radio, depending on the organization and the campaign;
• Manage the production of marketing materials, including leaflets, posters, flyers, newsletters, e-‐newsletters and DVDs.
• Liaise with graphic designers and printers.
• Organize photo shoots for GS Magazine
• Arrange and execute a timeline for the effective distribution of marketing materials • Organize and attend events such as conferences, seminars, receptions and exhibitions;
• Source and secure sponsorship for the brands at GS.
• Contribute to, and develop marketing plans and strategies.
• Evaluate marketing campaigns and monitor competitor’s activities.
• Support the marketing manager and other colleagues.
o Coordinate the operation of the sales department and making sure sales target are met.
o Coordinate with management to develop sales plan, budget and schedule.
o Creating teamwork and leading employees to achieve peak productivity and performance.
o Manage client relationship through all the phase of the sales cycle and advising customers on their purchases
o Displaying Items in store and on windows.
o Ordering, managing and overseeing deliveries.
o Dealing with any queries or complaints.
o Prepare sales contracts, proposals and reports for management and customers.
o Maintain sales management and reporting tools to achieve business objectives.
o Organizing photo shoots with the marketing department from A to Z.
o Liaising with the Marketing Manager on the adverts in Magazines.