Job Description

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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
• Attend to all stakeholders’ expectations by communicating through meetings, verbal, written and email forms
• 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
• Strong communication skills in all disciplines including written, oral, email and presenting
• 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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