Event Coordinator- Index Conferences
7 days ago
**An Event Coordinator undertakes and coordinates all the operational tasks associated with the event working effectively with a diverse range of individuals and groups to ensure the smooth running of the assigned event in line with INDEX Conferences and Exhibitions strategic plan, vision, mission, values goals and objectives.
**Essential Functions**:
Event Planning and Production:
- Prepare plans and develop timetables with set deadlines in accordance with the project management process adopted by INDEX for the various event related activities
- Execute and coordinate all assigned areas of project management activity
- Coordinate the day to day activities of the event
- Interact closely and effectively with other departments and teams including the Project Manager, ensuring being briefed fully and correctly in all aspects
- Interact closely and clearly with other team members to monitor the progress of these activities, and their completion
- Assist other departments and teams to ensure the timely completion of these activities
- Maintain an ongoing progress report and produce periodic status reports of the event
- Respond to requests from the client in an efficient and timely manner
- Actively seek to increase the income generated by the event in conjunction with the Project Manager, closely monitoring and actively reducing expenses.
**Event Administration**:
- Able to use own initiative in identifying, addressing and resolving day to day issues and challenges
- Able to work appropriate hours to complete tasks and meet goals
- Be the client advocate; ensure all issues and changes are met by the team
- Perform other duties as may occur and as instructed by INDEX Management
- Adhere to INDEX’s rules and regulations; written or implied and any changes or introductions, which may vary from time to time as deemed appropriate
- Research and develop event profile, identifying market leads and presenting these to the team and management
**Qualifications and Experience**:
- Bachelor degree in Event Management or any other related field.
- 2 years’ experience in Event operations (preferably in Conference & Exhibition)
- Strong understanding of the scientific content of each exhibition
- Committed to teamwork and account results
- Proficient with Microsoft Office (especially Excel and Word).
- Strong motivation and a positive approach to researching and analyzing new business opportunities
- Strong, day to day, client management skills and ability to keep promises
- Passionate customer focused attitude
- Idea generator, self-starter and ability to think outside the box
- Ability to cope with competing demands, to prioritize tasks and to manage time effectively
- Strong organizational skills
- A positive attitude to dealing with people
- Capable of hands on problem-solving, with ability to generate ideas and solutions
- Willingness to work extra hours to complete tasks and meet goals and targets
- Willingness to go the extra mile to support the team, the customer and the event
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