Events Manager

The Events Manager is responsible for managing the overall planning, coordination and successful conclusion of events related to our client's duties.

The Events Manager is responsible for managing the overall planning, coordination and successful conclusion of events related to our client's duties.

He or she oversees all aspects of preparing and delivering these events. This includes adhering to agreed prices and or budgets, upholding applicable quality, standards and norms while maintaining control and supervision of the participating team members.
The incumbent has the responsibility for ensuring compliance with sanitation, hygiene, health, food and safety concerns, other related policies and procedures as well as the organizational Vision and Mission statements of the Office of our client and Staff. The Events Manager collaborates closely with the Household Manager, Property Administrator, Landscaping/ Grounds Manager and other participants to ensure the smooth completion of events regardless of the size and or complexity of the occasion.
The Events Manager works closely and interacts with other supervisors bringing all parties concerned to produce a successful event. This significant role requires a high level of management, organizational skills and energy as well as knowledge of protocol, etiquette, event planning, and customer service. The incumbent supports our client to ensure the timely output and coordination of activities to deliver the services which are representative of the Office.

KEY OUTPUTS

1. One-year Operational Plan & Budget.

2. Events.

3. Food & beverage preparation and service for the Residence, official and private events

4. Post-Event Assessment process.

1. Reports.
2. Private Establishment Inventory.

KEY AREAS OF RESPONSIBILITY

Management/Administrative Responsibilities

1. Develops and implements an effective and comprehensive Operational Plan and Budget.
2. Monitors our clients weekly, monthly and annual diaries to be kept abreast of events that will require food and/or beverage service.  Liaises with staff to ensure optimal response time and preparedness for events.
3. Manages all aspects of the various events which take place for our client.
   Supervises the Staff members who form part of the respective teams which are created to ensure the prescribed courtesies, customer service standards, and protocols are observed, and the required procedures for tasks are executed in keeping with established standards.

Technical/Professional Responsibilities

1. Manages the many and diverse tasks required to plan, prepare and deliver all official breakfasts, luncheons, dinners, banquets, cocktail parties, receptions and other events on the appropriate day, and within the agreed budget and timelines. These activities include the following:

• Planning meetings involving key players.
• Ensuring that proper procurement guidelines are followed in selecting contracts for services such as electricians, decorators, florists, caterers, and hireage companies (chairs, tables, cutlery, crockery, tents etc.)
• Meeting with and selecting caterers for food and bar service.
• Purchasing food and miscellaneous items for events which will ensure the smooth running of the establishment.
• Organizing and ensuring that all related activities are cohesively aligned on the day of the event
• Reviews all menus for official and private events and secures required approvals.  Recommends changes as needed.

1. Plans and selects team members for events based on requirements and standard practices.
2. Participates in or chairs pre and post-planning meetings.  Records and informs participants of decisions made and steps to be taken. Maintains file notes for reference.

4. Liaises with providers, plans, obtains cost and manages details in order to adhere to agreed prices and budgets while maintaining applicable quality and standards. Secures quotations for goods and service as required.

1. Orders and obtains supplies, establishes quality control, and manages the event participants, while adhering to procurement policies and procedures.
2. Ensures compliance with sanitation, hygiene, health & safety regulations, organizational and quality requirements as well as policies and procedures.
3. Liaises with external event organizers and makes available the following:

• Completed relevant event detail form.
• Pertinent protocol documents.
• Recommended appropriate options for entertainment.
• Guidance on established norms and standards for events held.
•        Provides supervisory oversight for the Chefs in relation to food and beverage requirements for events.

1. Identifies and recommends appropriate décor. Meets with and offers guidance to approved decorators to ensure that the décor is suitable and in keeping with established standards.
2. Determines staffing needs for events and coordinates with the relevant supervisors and managers to ensure adequate Staff to support the event’s pre-planning, set-up and break-down activities. When required, prepares overtime requests and claims and secures prior approvals.

10. Prepares a schedule of activities and ensures that each participant knows his or her role; creates the set-up and break-down teams. Provides leadership and direction to ensure effective implementation while monitoring all activities to assure completion within the approved timeframe.

11. Ensures that the necessary arrangements for medical or first-aid stations are available as required, and  that all health and safety protocols are observed.

1. 12.  Packages and wraps gifts which are to be presented on behalf of our client on occasions.

13. Prepares requisitions for planned purchases and submits with related invoices for approval. Follows-up to ensure that the procurement process is complete and suppliers have been paid.

14. Briefs suppliers of goods and services on all aspects of the arrangements for the event. Monitors to ensure that the required quality and service standards are maintained.

15. Meets with our client, event organizers and event participants to ensure that everyone is briefed on the relevant arrangements and protocol required for the event.

16. Liaises with our client to discuss the guest list, programme, timing, seating plan and venue lay-out for all events. Provides support to the Aide-de-Camp to ensure that the items on the programme are carried out in keeping with the set time.

17. Co-ordinates with the appropriate persons for setting up displays, public address and audio visual systems before the event to ensure that all is ready.

18. Conducts post-event/de-brief meetings. Prepares and submits post-event evaluation reports to our client within the required timeframe.

19. Recommends any corrective actions as required and ensures agreed actions are implemented for the future.

20. Performs any other duties that may be assigned from time to time.

Other Responsibilities

1. Provides event coordination support for events related to our client.
2. Provides support for events hosted by our client.

PERFORMANCE MEASURES

1. Operational Plan is submitted for approval within established timelines and monitored to ensure performance targets are achieved. Budget is managed appropriately.
2. Legal and other guidelines with respect to health, safety and contract specifications are implemented and met as required.
3. Consistently delivers according to the approved budget and contracts with any anomalies appropriately justified and explained.
4. The expectation of guests and visitors are consistently achieved and exceeded. This is demonstrated by documented satisfaction from our client.
5. The standards of customer service, personal presentation, efficiencies and cleanliness were upheld and or exceeded as required by our client’s policies and procedures.
6. The layout and food served is of the quality and presentation as requested by our client.
7. Equipment and materials are properly accounted for with little or no breakage, thefts or missing items.
8. Budgets, reports and plans (pre and post events) are completed and submitted within the required timeframe.

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

1. High-level Event Planning, Management and Execution and Budgeting.

REQUIRED SKILLS & COMPETENCIES

1. Computer literate in Microsoft Office applications.
2. Loyal, composed, trustworthy and demonstrates impeccable integrity.
3. Able to lead, manage, organize, set priorities, multi-task and meet deadlines.
4. A problem-solving and results-driven individual with an eye for details.
5. Able to apply good judgement, negotiate, exercise initiative and cope well under pressure.
6. Communicate effectively in both oral and written form with people at all levels.
7. Confidential and professional as required in personal conduct and execution of duties.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• An Undergraduate Degree in Public Sector Management OR Management Studies OR Hospitality Management from a recognized tertiary institution or its equivalent; AND
• At least five (5) years of proven, related experience.
• Training in protocol, budgeting and etiquette is required.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• The Events Manager is expected to lead by example and take a non-traditional approach to working hours. This means that he or she can generally work twelve-hour days which includes nights, weekends and public holidays.
•  The incumbent will have to work through unexpected events and any emergencies. He or she may on occasions, have to fill in for absent employees on short notice.
• The incumbent could experience the pressures of simultaneously coordinating a wide range of activities.  
• Being an Events Manager can be stressful. It requires solving problems that arise during an actual event, spending long hours on one’s feet and often having to lift heavy objects, such as tables, chairs and other items.
• Travelling is required.

 AUTHORITY TO:

• Request related information.
• Liaise with external parties.