Events Specialist

Liberty is seeking a skilled and organised Events Specialist to join their team in Johannesburg. This contract position offers an exciting opportunity to manage a wide array of corporate events, from initial concept to successful execution. The ideal candidate will possess meticulous attention to detail, strong interpersonal abilities, and the capacity to juggle multiple projects while upholding the highest standards of professionalism and ensuring an exceptional attendee experience.

About the role

The core of this role involves the comprehensive planning, coordination, and execution of various corporate functions. This includes but is not limited to conferences, product launches, networking events, and other significant corporate gatherings. You will be instrumental in bringing these events to life, ensuring they align with organisational objectives and leave a lasting positive impression on attendees.

A significant aspect of the position is managing event budgets effectively, which includes negotiating with vendors and securing suitable venues and suppliers to achieve cost-efficient outcomes without compromising on quality. Developing detailed event timelines, comprehensive checklists, and robust contingency plans will be crucial for ensuring seamless operations from start to finish.

Furthermore, you will act as a key liaison, communicating effectively with internal stakeholders, clients, and external partners. This collaborative approach ensures that all requirements are understood and expectations are managed throughout the event lifecycle. On-site coordination, overseeing logistics such as registration, catering, and audio-visual needs, will also fall under your purview. Promoting events through various channels, including social media and internal communications, to maximise attendance and engagement will be another vital responsibility.

Your day-to-day responsibilities will span the entire event management spectrum:

• **End-to-End Event Management:** Plan and coordinate events from their inception through to completion, covering a diverse range of formats.
• **Budgetary Control and Vendor Management:** Manage event budgets meticulously, negotiate favourable terms with vendors, and secure venues and suppliers to optimise cost-effectiveness.
• **Strategic Planning and Risk Mitigation:** Develop comprehensive event timelines, detailed checklists, and proactive contingency plans to guarantee smooth and successful event delivery.
• **Stakeholder Engagement:** Liaise effectively with internal teams, clients, and external partners to clearly understand requirements and manage expectations throughout the entire event lifecycle.
• **Logistical Oversight:** Oversee all on-site logistics, including attendee registration, catering arrangements, audio-visual requirements, and general event flow.
• **Event Promotion:** Implement promotional strategies through appropriate channels, such as social media and internal communications, to drive attendance and engagement.
• **Performance Analysis and Reporting:** Monitor event performance, collect valuable attendee feedback, and prepare comprehensive post-event reports with actionable recommendations for future improvements.
• **Project Management:** Effectively manage multiple events simultaneously, prioritising tasks efficiently and demonstrating adaptability in response to changing circumstances.
• **Compliance and Safety:** Ensure adherence to all relevant health, safety, and risk management protocols for every event.
• **Record Keeping:** Maintain accurate and detailed records and documentation for all events, including contracts, financial information, and attendee data.

What they're looking for

To excel in this role, candidates should bring a substantial amount of experience in event planning and coordination, ideally between 6 to 10 years. A proven history of successfully managing events of varying scales and complexities is essential.

Key attributes include:

• **Organisational Prowess:** Strong organisational skills and excellent time management are paramount, with a demonstrated ability to manage multiple projects concurrently.
• **Communication Excellence:** Exceptional written and verbal communication skills in English are required.
• **Technical Proficiency:** Familiarity with event management software and a strong command of Microsoft Office applications.
• **Financial Acumen:** Demonstrated experience in budget management and vendor negotiation.
• **Local Knowledge:** Knowledge of Johannesburg venues, suppliers, and local event logistics would be highly advantageous.
• **Problem-Solving Skills:** Strong problem-solving abilities and the capacity to adapt quickly in fast-paced environments.
• **Interpersonal Skills:** Excellent people skills, with the ability to foster positive relationships with all stakeholders.
• **Digital Marketing Experience:** Experience with social media promotion and digital marketing strategies for events.
• **Risk Management (Desirable):** Experience with risk management and health and safety compliance for events is desirable.
• **Technical Event Knowledge (Desirable):** Knowledge of audio-visual and technical event requirements is a plus.
• **Educational Background:** A marketing degree or a related qualification is preferred, alongside a minimum of 5 years' experience in conferencing and events marketing and management. Project management experience is also a significant advantage. Understanding the corporate and investment banking environment would be beneficial.

This role is well-suited for an individual who is proactive, detail-oriented, and thrives in a dynamic environment. If you have a passion for creating memorable experiences and a proven ability to manage complex projects, this opportunity with Liberty could be an excellent career move. In South Africa, an Events Specialist role typically requires a blend of creativity and logistical expertise, with remuneration varying based on experience and the scale of events managed. Companies often look for individuals who can demonstrate a strong return on investment for their events, making skills in budgeting and promotion particularly valuable.

• Minimum 6-10 years' experience in event planning, coordination, or a related field
• Proven track record of successfully managing events of varying scales and complexity
• Strong organisational and time-keeping skills with the ability to manage multiple projects concurrently
• Excellent written and verbal communication skills in English
• Proficiency in event management software and Microsoft Office applications
• Demonstrated experience in budget management and vendor negotiation
• Knowledge of Johannesburg venues, suppliers, and local event logistics
• Strong problem-solving abilities and adaptability in fast-paced environments
• Exceptional people skills and the ability to build positive relationships with stakeholders
• Experience with social media promotion and digital marketing for events
• Desirable experience in risk management and health and safety compliance for events
• Desirable knowledge of audio-visual and technical event requirements
• Marketing degree or related
• Minimum of 5 years’ experience in conferencing and events marketing and management.
• Project management experience.
• Understanding of the corporate and investment banking environment would be advantageous.
• Corporate events management experience would be advantageous.

Behavioral Competencies:

• Adopting Practical Approaches
• Checking Details
• Conveying Self-Confidence
• Embracing Change
• Exploring Possibilities
• Generating Ideas
• Interacting with People
• Managing Tasks
• Meeting Timescales
• Showing Composure
• Taking Action
• Team Working

Technical Competencies:

• Developing Marketing Insights
• Measuring Marketing and Communication
• Project Management (Project Mgmt)