Events Manager

Job Title: Events Manager: Gauteng, South Africa
Reporting to: Brand Leader: Africa

Job purpose:

Why the job exists and its contribution
To support the delivery of EY’s Africa market leadership strategy and business objectives through developing and executing world-class impactful events that drive our reputation by building strong profile for our brand.

Africa and the Brand, Communication & Marketing Team
The Africa region is a single business unit spanning 33 countries and includes around 260 partners and 5,600 people.
The Africa region is one of the largest and most diverse businesses in EY and is made up of four service lines; Assurance, Advisory, Tax and Transaction Advisory Services (TAS).
The following competencies are included in the Africa Brand, Communication & Marketing team:
· Brand leadership
· Communication

· Marketing
· Advertising
· Sponsorships
· Alumni
· eMarketing
· CRM
· Events
· Creative Services

This role is responsible for managing EY events and hospitality in the Johannesburg office, and on flagship events across the Continent. The incumbent will lead the events team in the planning and organising of market facing and leadership events for EY. The incumbent will be responsible for all operational, implementation and post-event activities.
The Brand Communication & Marketing team forms part of Accounts & Business Development.

Job specification - What the job holder needs to do to achieve the job purpose

Key activities
Key elements – what is required
Overall
· Responsible for developing the events strategy for EY nationally as well as flagship events on the Continent, to support the Africa Marketing and Communication strategy.
· Responsible for managing the relationship with key vendors appointed for the delivery of events in EY.
· Responsible for managing the Africa events calendar and ensuring integration into the marketing and communication calendars.
· Responsible for managing branded assets used for events.
· Responsible for monitoring and oversight of all hospitality suites in South Africa.
· Responsible for managing the event budget.
· Required to work closely with managers in various areas of Marketing, Alumni, Media, Studio, Digital, Events, Facilities and IT teams, among others, to ensure the successful delivery of events.
Leadership
· Actively contribute to driving and leading innovation in event management on behalf of the firm.
· Proactively share ideas with the Africa Marketing and Communication management team.
· Develop and maintain relationships with vendors that will assist the firm in achieving its brand awareness and exposure.
· Responsible management and career development of subordinates.
· Responsible management of budgets under the custodianship of this role.
· Demonstrate Return-On-Investment on events.Support to the Brand leader on the EY Events Governance Council to ensure that all events are accounted for, reported on and have a demonstrable ROI.
Delivery
· Project management, from concept to completion, all market facing and leadership events.
Responsible for all market-facing events
Responsible for all leadership events
Guidance and support for internal events (staff events).
· Ensure all events support the firm’s account centricity strategy and target appropriate clients.
· Work with business units and account leaders to ensure guest lists are accurate and strategically aligned with the firm’s account centric approach.
· Ensure invitations are distributed timeously and received by stakeholders.
· Manage the RSVP process.
· Maintain a weekly, monthly and annual event calendar for Africa, and update calendar on an ongoing basis and share this with the business.
· Manage events according to the approved EY Events workflow, using all appropriate templates, developing a project plan, using approved vendors, applying benchmarked client standards and best practice. Ensure all events are closed with an ROI document for upward reporting.
· Work with Procurement to negotiate agreements with external providers and subcontractors to ensure lowest cost and highest quality of service.
· Relationship building with EY leaders, Procurement, Finance, Facilities, IT, outsourced event agencies, sponsors, venue suppliers etc.
· Responsible for managing all briefings with (internal) clients, supporting documents, briefing templates etc.
· Develop event tools as required, for example online registration tools and processes and merchant accounts.
· Identify all aspects of event risk assessment and crisis management planning strategies.
· Manage budgets for all events, advising the business on comparative costs and looking for economies of scale by leveraging off the EY network at large.
· Ensure adequate staffing for events and schedule set-ups, rehearsals, technical requirements and set-up, and other crew and staff according to each event plan.
· Provide assistance and information to staff and outside organisations regarding the use of EY facilities and capabilities.
· Attend all Gauteng events to facilitate operations and event execution.
· Coordinate all Gauteng events and/or requested services, including reserving venues (internal or external), managing catering needs, overseeing conferencing materials, tracking expenditure and revenues, collecting fees, processing administration for the payment of vendors, and maintaining necessary records.
· Work with inhouse Facilities to design room set up and oversee setup prior to event. Confirm event details with Facilities, inhouse kitchen and other external service providers.
· Manage service delivery from all external suppliers, including sound, catering, lighting, decor, entertainment, cleaning, and occupational health and safety checks and requirements.
· Responsible for working with inhouse Creative Services (studio) for print requirements for events.
· Responsible for the management of branded collateral, from ordering appropriate materials through approved channels, to distribution of materials at events.
· Responsible for the erection of EY banners and signage at events, and responsible for its safekeeping and condition.
· Report to business partners on progress on events on an ongoing basis.
· Provide a quarterly, bi-annual event analysis based on reporting with focus on budget recaps and participant feedback and incorporate learning into future plans. This will be reported at the Events Governance Council.
· Input into brand awareness strategies.

Hospitality Services Management:
· This portfolio includes managing the hospitality standards of reception, staff restaurant, meeting rooms, inhouse functions and cleaning, in conjunction with Facilities.
· Liaise with the Facilities manager in managing the vendors in the cleanliness and maintenance of the EY building.
· Ensure world-class standards are maintained in client areas.
· Drive client interface professionalism.
· Liaise with the Facilities manager to identify key areas requiring maintenance of the EY building.
· Management of requirements for all VIP visits.
· Active involvement in the project team that manages the official openings of new buildings across Africa.
· Monitoring and oversight of hospitality suites used for client entertainment in South Africa.
· Responsible for contract oversight, feedback on attendance at sporting events, ensuring fixtures appear on Event calendar and condition of suites.
· Responsible for branding in suites.
· Responsible for budgets associated with running suites, for food and beverages.

Note: 102 Rivonia Road
Once the firm has relocated to its new premises (December 2013), this role also has monitoring and oversight responsibilities for:
· Function booking system
· Concierge services
· Reception areas
· Cube facilities
· AV services in function rooms
· Hospitality service providers

Problem solving / decision making:
· Demonstrates ability to resolve both routine and non-routine challenges. Works both independently and with the Brand, Communication & Marketing and A&BD;teams to get results.
· Work is reviewed on established goals based on individual scorecards.

Financial performance:
· Set budget objectives annually.
· Analysis of all cost management of events according to budgets including post event cost debriefs.
· Work with Procurement to manage negotiations with suppliers.
· Manage all invoice queries relating to events.
· Ensure suppliers deliver to EY’s expectations.
· Ensure no wastage is incurred at events (eg excessive catering).
· Manage cost of events.
· Comply with internal policies.
· Manage attendance list to support ROI calculations.


Person specifications:

The experience, qualifications, knowledge and skills needed by the job holder.

Qualification
Three-year degree/diploma in Event Management, Hospitality or Communication.

Experience
· 6 to 8 years’ experience in event management preferably in a professional services environment
· Excellent communication and interpersonal skills, together with the ability to work collaboratively and courteously with colleagues throughout EY
· Excellent organisational, planning and project management skills
· Proven negotiating skills with vendors, hotels, entertainers and otherAbility to develop professional relationships
· Proven ability to take direction and develop effective engaging branded events with the aim to achieve overall Markets objectives
· Ability to present and pitch ideas effectively to leadership
· High level of written and communication skills
· Solid business acumen, management and problem solving skills
· Proficient on Microsoft packages: PowerPoint, Word and Excel and be able to grasp EY systems ie. CRM
· Effective time management and management skills
· Ability to organise and complete multiple tasks simultaneously with close attention to detail and prioritisation to meet numerous deadlines
· Demonstrates understanding of marketing discipline and EY business
· Persuasive and diplomatic
· Organising, project management and planning skills: Ability to proactively plan, follow up, manage and deliver on deadlines
· Creativity and innovation
· Attention to detail, specifically in database management and proof reading
· Ability to work within and manage a budget
· Self-starter with ability to work with minimal supervision
· Team player, enthusiastic and willing to share and learn
· Flexibility concerning working hours is required

Technical
· Generate ideas to support specific business needs, to improve on existing ways of working and to add value
· Manage the day-to-day delivery of subordinates and project role players
· Understand EY HR policies, procedures and systems
· Manage the relationship with third-party suppliers as they relate to programmes
· Produce reports that contains, clear, precise and descriptive language, and master the ability to adapt written communications according to the objective and audience

Behavioural
· Build a reputation among internal and external stakeholders as the expert in your area of functional discipline, and on your programmes
· Work to resolve and find alternative solutions to complex problems
· Take personal responsibility for making, communicating and implementing difficult and challenging decisions
· Identify and share best practice, based on an understanding of leading practices and market developments, identify gaps in EY ways of working and initiate strategies to fill them
· Solicit and value input from others into decision-making and problem-solving
· Develop a strong understanding of business strategy and apply that understanding to the development of programs and initiatives
· Build and retain a diverse network both internally and externally that helps you to improve on programmes under your management and ways of working
· Build a relationship with BD colleagues to ensure marketing programmes support
· Understand the commercial linkages to programmes under management
· Provide guidance and support to other members of the team and function
· Be a positive role model for your subordinates by living the values of the firm in words and actions
· Assist with the development of a team culture, providing objective feedback on the strengths and development needs of team members
· Demonstrate the ability to read and adapt to varied cultural and interpersonal styles
· Translate and present complex ideas into simple and clear messages, across a variety of media, including digital and social media
· Rigorous attention to detail and quality, and be highly organised
· Exhibit professional behaviour at all times, especially when under pressure

Role requirements
· Occasional travel into South Africa and in Africa may be required
· Flexibility concerning working hours is required

Who we are
At EY we support you in achieving your unique potential both personally and professionally. We give you stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with some of the world's most successful companies. And while we encourage you to take personal responsibility for your career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to what matters to you, in your business and personal lives. At EY you can be who you are and express your point of view, energy and enthusiasm, wherever you are in the world. It's how you make a difference.

Please note, in line with our B-BBEE strategy, preference will be given to EE candidates.


Apply Here http://bit.ly/2OyrYkh

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