The main purpose: The purpose of this position is to ensure the coordination and administration relative to all types of events hosted at the CTICC thus ensuring the successful build up/compilation and execution of events. The Event Executive must ensure that clients have exceptional experiences through effective client management.
Reporting to the: Events Manager
Key responsibilities will include but are not limited to:
1. Coordinate and Procure services for all Events
- Client relationship management.
- Determining the exact needs of the client and advising on certain possibilities and options.
- Advising and discussing all services requirements for events namely: venue settings, décor, Audio Visual, ICT solution, entertainment, food & beverage requirements, security & safety; statutory regulations and any other additional requirements relating to the event.
- Upsell all services for events.
- Generate requisitions and hand over to Finance to follow up on client payment deadlines.
- Liaising with the relevant internal departments/divisions regarding additional special needs as requested by the client.
- Arrange pre-conference meetings with client and all internal stakeholders as well as service providers.
- Client relationship management.
- Liaising and promoting CTICC in-house service providers.
- Ensuring client satisfaction with the event planning process
- Arrange client feedback meetings for a de-brief after the event to ensure client relationship management.
- Securing client feedback and responding appropriately and timeously on the actual experience at the CTICC.
- Ensure to achieve required client satisfaction score for the division.
- Co-ordinate and attend site inspections and menu tasting with clients.
- Follow through to successful execution of event and ensure the account has been completed in terms of financial records.
- Ensure all contractual documents are on file when the account is closed.
- Ensure all events are closed and accounted for as per the company policy and procedures.
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Identify areas of improvement and communicate the opportunities with manager.
2. Finance Management
- Prepare requisitions for expenditure ensuring adherence to company policies and procedures.
- Provide Finance with all supporting documents to prepare an invoice for an event in line with company policies and procedures.
- Ensure the supporting documentation is submitted to Finance within 4 days of event close to secure payment within the required time if additional services were procured by the client.
- Communicate with Finance Department to proactively approach accounts payable.
- Ensure payments are received in line with the pricing policy and client contract.
- Work with the Finance Department to follow up on overdue and outstanding payments to ensure money is received in compliance with policy and client contract.
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Liaise with debtors’ clerk regarding debtors age post events.
