Senior Event Manager

Roles and responsibilities

We are looking to hire a Senior Events Specialist who will be responsible for planning, managing, and executing impactful events and activations for our client based in the United Arab Emirates, one of the largest organizations in the region.

This position is a contract role with an initial duration of 12 months and is renewable.

The role sits within the Events Department and reports directly to the Head of Events Management.

We are looking for a passionate Senior Events Specialist who will lead the delivery of high-quality, lead-generating commercial events and ensure alignment with organizational objectives. The ideal candidate will also possess the skills and experience necessary to manage experiential installations and activations tailored to related themes and strategic goals.

Key Responsibilities

• Plan, execute, and manage events, exhibitions, and show-calling activities, ensuring successful delivery and alignment with organizational objectives.
• Lead the creation of experiential installations and activations to engage target audiences and achieve thematic goals.
• Develop and implement comprehensive event strategies, calendars, and risk management plans.
• Follow governance procedures, oversee the invitation process, and prepare detailed post-event reports.
• Identify opportunities to maximize lead generation and commercial success through innovative event approaches.
• Coordinate with stakeholders, vendors, and teams to ensure seamless event execution.
• Negotiate with suppliers and contractors to secure favorable terms and stay within budget.

Knowledge, Skills & Experience

• Proven experience in events, exhibitions, and show-calling, preferably within government or multinational organizations.
• Demonstrated ability to plan and execute commercial events aimed at generating leads and achieving strategic objectives.
• Expertise in managing experiential installations and activations.
• Strong planning, risk management, and strategic thinking skills.
• Excellent organizational abilities for pre-planning, governance compliance, and reporting.
• Proficiency in negotiation and vendor management.

Desired candidate profile

1. Event Planning and Coordination

• Expertise in conceptualizing, planning, and organizing events of various sizes, from corporate conferences to large public events.
• Proficiency in managing all aspects of event logistics, including venue selection, catering, accommodations, transportation, and registration.

2. Project Management

• Ability to manage multiple events and projects simultaneously, ensuring that all tasks are completed on time and within budget.
• Skilled in creating detailed project timelines, budgets, and action plans, and ensuring the team stays on track.
• Managing event timelines, milestones, and deadlines effectively.

3. Vendor Management

• Ability to source, negotiate, and manage relationships with suppliers, vendors, and venues.
• Ensuring high-quality service from external partners (e.g., catering, audio-visual, décor, security).
• Overseeing contracts and ensuring vendors meet their obligations.

4. Budgeting and Financial Management

• Expertise in creating and managing event budgets, ensuring costs are kept within agreed-upon limits.
• Identifying cost-saving opportunities while maintaining the quality and effectiveness of the event.
• Tracking and managing event expenses, invoices, and payments.

5. Team Leadership and Collaboration

• Leading and mentoring a team of event coordinators or junior specialists, providing guidance and support to ensure the event's success.
• Effective collaboration with internal teams (marketing, sales, design, IT, etc.) to ensure all aspects of the event are coordinated.
• Managing cross-functional teams and external stakeholders to execute event details flawlessly.

6. Client Relations and Customer Service

• Building and maintaining strong relationships with clients, ensuring their needs are met and exceeding expectations.
• Acting as the main point of contact for clients, providing regular updates and ensuring they are informed throughout the event planning process.
• Ensuring that client feedback is incorporated and that any issues are promptly resolved.

7. Marketing and Promotion

• Developing event marketing strategies, including email campaigns, social media promotions, and partnerships.
• Working with the marketing team to create event branding, signage, and promotional materials.
• Promoting events to target audiences, utilizing both digital and traditional marketing methods.

8. Logistics Management

• Overseeing all logistical aspects of events, including transportation, set-up, equipment, and technical needs.
• Ensuring smooth coordination on-site to address any last-minute issues that may arise.
• Ensuring proper timing for event programs and managing any changes or adjustments during the event.

9. Communication Skills

• Strong verbal and written communication skills, essential for negotiating with vendors, coordinating with teams, and presenting event ideas to clients or senior management.
• Clear communication with attendees, staff, and vendors to ensure everyone is aligned and informed.
• Public speaking and presenting event updates or information when required.