Executive - Planning And Operations UAEN Talent Pool

Core Duties & Responsibilities
- Establishing effective relationships with clients, instilling the confidence necessary for repeat business
- encouraging a high level of customer service awareness from all customer/public facing staff
- Taking ownership of allocated events, acting as principle point of contact, effectively meeting organizer and visitor needs, answering queries, monitoring the performance of service providers and effectively dealing with complaints
- Establishing effective relationships with external agencies (Police, DTCM, Transport providers) as required, maintaining excellent communications at all times with other members of the Planning & Operations team and service departments
- Following and implementing the pre-prepared flow chart for essential event processes; floor plans; risk assessments; complex structures; temporary seating; DWTC Policies and Procedure, meeting the necessary Health & Safety requirements imposed on venues and events, in close association with the Health & Safety team and identifying the necessary documentation and the legal requirements which must be achieved for each event in order to plan and deliver events as per the required standards
- Preparing the event requirements through the CRM Event Plan for each allocated event, detailing client product and service orders and other requirements, as discussed in pre-planning meetings, as well as essential event information to ensure that all orders are communicated clearly and accurately to the client and DWTC internal departments
- Forecasting service delivery costs and maintaining an event budget to track costs and ancillary revenue. Key objective to keep costs to a minimum and maximize revenue where possible. Promoting and demonstrating a sense of cost management throughout the event life cycle. Identifying up-selling opportunities for all services offered by DWTC that are available at an event. Understanding the products, services and benefits offered by on-site facilities, e.g. hotels, restaurants, etc. and promoting the use of all these amenities in order to assist in reaching required budgets
- Responsible for the financial closure of an event. Reconciling the event service orders on CRM directly after the event and providing Finance with the means to raise the final invoice in order to comply with the established Service Level Agreement
- Producing Management Information on each event and comprehensive understanding and reporting practice of key indicators of an event (including floor plan bookings, understanding of profit of an organiser, visitor registration patterns, final visitor count / Exhibitors’ lists, protocol information)
- Understanding the positioning of the event in the market sector (key publications, electronic commerce elements to the event, commercial environment within which the event is operating, threats and opportunities faced by each event) and demonstrating lateral thinking and the ability to assess the collective impact on other events and activities happening simultaneously in and around the Venue and its implications in order for the Venue to service all its customers to the same level and in order to provide relevant advice to the client
- Demonstrating an understanding of what makes a successful event and how the various customers involved will evaluate the success of an event (Organizer, exhibitors, visitors, delegates, internal customers and suppliers) to maintain high customer satisfaction
- Undertaking presentations and site tours in a knowledgeable and professional manner to showcase the Venue and assist with the sales process and secure customer’s
Operating Environment
- Office based at 50%, the job requires a lot of onsite presence throughout the venue and unsociable working hours (some evenings, weekends and public holidays) as per each event’s operational requirements
- Events are taking place mostly indoors however some elements may take place outdoor, and some events may take place in offsite venues managed by DWTC. Meetings may also take place at clients’ premises
Formal Education
University degree level, preferably in Events or Hospitality Management
Work Experience
Minimum 6-month experience in the Event Management industry, focusing on planning and delivering events
Skills & Knowledge
- Fluent in English (verbal and written)
- Computer literacy essential
- Proficiency in Word, Excel, Outlook, Internet and Email
- Knowledge of CRM
- Report Writing
- Knowledge of Health & Safety / IOSH