Regina Alphonso

I started off my career as an event assistant in 2008.

Team Leader:-
A hard working, adaptable and articulate Team Leader with over a years’ experience in this role, carrying out supervising; staff appraisals; and an overall interest in the wellbeing of staff. With an enthusiasm to gain an understanding of any business, happy to study and work in accordance with work-plans, explaining them to staff and ensuring a healthy positive work attitude within a successful and productive team. Able to cope extremely well under pressure, prioritising workloads and demonstrating problem solving skills, even when put ‘on the spot’. Excellent communication skills, written and verbal, able to interact well at all levels.
 Inputting at meetings both internal and external, promoting good business practice.
 Feeding back information to staff via useful and productive staff meetings.
 Creatively thinking of new ways to work within the business plan
 Organising and meeting with staff to discuss personal development plans
 The point of contact for any issues concerning the team and resolving as soon as possible
 Positively motivating staff
 Making decisions on various challenging issues that arise on a daily basis’
 Keeping up to date with technology and finding better ways of working together

Event Coordinator:-
Essential Duties and Responsibilities included assisting and overseeing the planning and implementation of SPE Middle East, North Africa and South Asia activities, like workshops and conferences in various aspects for delivering a successful event. A highly competent, capable and resourceful events coordinator with good all round experience of event development, management and marketing. Self-motivated, enthusiastic and with a can-do positive attitude with a proven ability to ensure the smooth running of each event hosted. Experienced in budget management and hosting annual conferences, workshops and forums. Ability to keep a level head at all times and considers no job too big or too small.
 Administrate the planning and on-site implementation of assigned SPE events in GCC, North Africa and South Asia region.
 Encourage and assist the committees and speakers to meet deadlines required to hold events on assigned dates
 Set up meeting and event schedules, organizes materials, reviews transportation itineraries Works with hotel or facility staff to plan workshop logistics (meeting rooms, audio/visual equipment needed, catering, signage, etc.).
 Developing, organising, planning and promoting workshops, conferences and forums.
 Oversee work performed by the Registration, Marketing, Production, and other units for assigned events
 Prepare staging guides, review master bills and invoices for accuracy and manager’s approval.
 Reviewing and sourcing the locations where the event is to be held.
 Prepare comparative reports. Research, identify, and negotiate contract with appropriate venues for assigned events.
 Preparing and managing budgets for the event.
 Ensuring adequate staffs are available for the event.
 Post event tasks, managing evaluation form analysis, thank you emails.
 Liaise and negotiate with suppliers such as AV, Photographer and external caterers.
 Conducting a follow up analysis of events.
 Maintaining an inventory of facility & equipment used.
 Building good client and sponsor relationships.
 Sending out accurate client contracts and ensuring they are signed & returned within appropriate deadlines.
 Good communication skills, including writing, proof reading skills, and speaking.
 Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
 Excellent interpersonal skills both in person and by phone.
 Ability to accomplish projects with little supervision.
 Good customer service ethic.
 Proficient using the latest versions of Microsoft Word, Excel, PowerPoint and mail merges; email and web searches.

 Play a major role in assisting the Ad Sales department; handle the entire process confidently in the absence of the Ad Sales coordinator.
 Assisting the CEO and the Hr manager at all required times.
 Handle the board lines and walk in clients.
 Aware of the usage of the computerized courier service software and arrange for outgoing courier for all departments.
 Keeping log of conference room users, all incoming courier & invoices.
 Making a stock record of office stationary.
 Preparing a consolidated monthly statement for invoices received from courier companies, Postage and all staff landline international calls.
 Assisting marketing team with events, sending out publicity cd’s and program guides to all publications and distributors on a monthly basis.
 Channel Comparisons & channel conversation for Jetix & NGA.

 Attending incoming calls (9 lines), taking messages if the concerned person is not available and if urgent I can try my best to assist the person online.
 Typing faxes, emails, & letters.
 Assisting the Administration & Finance Manager, the Production Manager & the Marketing & Training Coordinator.
 Handling petty cash.
 Organizing the setup and other arrangements for the training programme & play host during the trainings programme.
 Have a pleasing and professional personality towards all guest and office staff.
 Taking care of the office responsibility such as, documentation, travel arrangements, staff entry pass processing and renewal.
 Keeping record of all incoming and outgoing guest.
 Keeping record of all incoming and outgoing documentation.
 Keeping track and maintenance of office equipment’s.
 Preparing database for the company contacts, company related exhibition worldwide, all trainee details and other companies that are not contacted and need to be contacted and updating the same.

 Attending incoming calls (5 lines) and taking messages if the concerned person is not available.
 Typing faxes, quotations, emails, letters, purchase orders, and tenders also typing cheques for the accounts department using the typewriter.
 Handling all incoming correspondence through email "Outlook Express" and Faxes "Win ProFax".
 Keeping a record, filing of all the incoming and outgoing correspondence and cross checking the same on weekly basis.
 Keeping a record of all-incoming outgoing inquires and regular updates. Compiling of tender documents and organizing couriers.