Senior Events Project Specialist

Client Side · Abu Dhabi, Abu Dhabi
Department Client Side
Employment Type Contract
Minimum Experience Experienced

JOB TITLE: Senior Events Project Specialist


CLIENT BASED: Abu Dhabi, this is a 4 month contract with an opportunity to move to a long-term contract

 

PURPOSE OF THE ROLE

We are looking for a Senior Events Project Specialist to support our client's marketing and communications team with the planning and implementation of their annual events plans as well as accommodate all adhoc requests. The ideal candidate will be passionate, creative, detail oriented, and dedicated to providing excellent client service. They will also have excellent stakeholder management and leadership skills with a strong event marketing background.


The role is a secondment placement, working from our clients office in Abu Dhabi.

 

KEY RESPONSIBILITIES

Plan, lead and implement visits & sites tours

  • Create visit recommended program
  • Calendar invite to all concerned individuals and parties including
  • Visitor center and targeted facilities readiness
  • Accreditation
  • Logistic arrangement
  • Hospitality

Plan, lead and implement small scale events

  • List End User requirements
  • Submit interim brief
  • Prepare VP PP Presentation short brief
  • Create relevant checklist, task ownership and timeframe
  • Create event running order
  • Protocol liaison
  • Schedule a rehearsal to ensure excellent performance
  • Float a tender to appoint event management company to deliver the event
  • Micro management to deliver all required listed tasks in approved checklist
  • Onsite supervision to build the approved setup
  • Quality control and finishing to meet our standards
  • Onsite supervision to deliver the event with contractors support
  • Float customers satisfaction survey
  • Submit post report (challenges, areas of improvement and lessons learned)

 

Plan, lead and implement all type of participation (exhibition, speaking opportunities, awards, sponsorship, business trips, roadshow);

  • Manage exhibitions participations;
  • Stand construction tendering
  • Space contract finalization and approvals
  • Branding team brief to arrange stand graphics
  • Exhibitor registration badges
  • Logistic arrangement (hospitality, stationery)
  • Calendar invite (event brief, participation type, opening ceremony program, stand manpower)
  • Submit interim brief for allocated events
  • Submit PowerPoint Presentations to all allocated events
  • Submit allocated tasks checklists (ownership, timeframe and deadlines)
  • Submit post reports for all allocated events
  • Submit all allocated events evaluation reports

 

Lead and handle events team events communication, correspondence, reports, Ebab services (CRs, ERs, etc.), procurements plan, budget control, payments, permits and archiving;

  • Compile and update events planner
  • Database management
  • Compile and verify targeted database (AD Government, stakeholders, customers, partners, suppliers)
  • Update the existing database

Invitations

  • Lead onsite registration
  • Senior managements calendar invite
  • Letterhead invitation, RSVP, Follow up, Confirmation report

Administration:

  • Obtain all the required initials and approvals to proceed with (TEC, TER, sponsorship, agreements, permits, participation contracts)
  • Correspondence
  • Reports
  • Ebab services & follow up
  • Budget control
  • Process invoices and payment follow up
  • Registration (exhibition badges, delegate’s passes)

Permits:

  • Visits (officials, business, academic, media)
  • Photographer & videographer
  • Drone

Archiving:

  • Create events files in shared drive (events, events planner, evaluation, post reports, tracker reports, presentation)
  • Archive each events documentation (SOW, RFP, TEC, TER, Key visual, checklist, evaluation, agreement, survey results)
  • Archive correspondence in / out

Create and submit all required reports;

  • Events evaluation
  • Customers satisfaction
  • Tracker report
  • Post event reports
  • Scorecard
  • Achievement report
  • Stock control inventory

Learn and practice to float tenders;

  • Create scope of work
  • Raise the relevant CR on Ebab
  • Follow up CR approvals
  • Submit TEC technical evaluation criteria
  • Review and evaluate bidders submission
  • Submit TER technical evaluation report
  • Follow up with CPD to negotiate the best deal
  • Award the lowest bidder
  • Kick off meeting with appointed contractor to initiate the execution process


Participation (Exhibitions, sponsorship, speaking opportunities, awards and engagement);

  • Planning and implementation of all allocated participations
  • Evaluate all participation requests prior to recommendation and submit a proper detailed evaluation
  • Tendering and procuring all allocated participations services and components (exhibition space, sponsorship, delegates passes, stand contractor, events management companies, hospitality, guests management, photographer and videographer, production, printing)
  • Interim brief
  • Participation PowerPoint presentation
  • Senior managements calendar invite with detailed brief
  • Logistic arrangements
  • Arrange all side activities
  • Post report

 Plan and implement all allocated visits;

  • Plan and implement all visits
  • Coordinating with all engaged and concerned parties
  • Logistic arrangements
  • Hospitality
  • Protocol arrangements

Lead events App and team App and update;

  • Attend Cvent workshop sessions
  • Learn how to build the landing page
  • Learn how to use and utilize application features
  • Monitor and update the events App
  • Monitor and update the Team App

 Strategic Responsibilities;

  • Cost efficiency, negotiate the best possible deal and cut cost down to minimum
  • Propose unique activities with excellent ROI
  • Enhance and develop events planning and implementation process
  • Accommodate all allocated scheduled and unscheduled events


 

WHAT YOU NEED TO APPLY FOR THIS ROLE:

  • Degree essential (business, marketing or communications)
  • Minimum 5 years’ experience in events marketing and communications roles
  • Proven track record of delivering events
  • Ability to communicate clearly and concisely in English and Arabic, both orally and in writing
  • Ability to establish and maintain cooperative team working relationships
  • Ability to engage with stakeholders, customers, and Government Officials, and be able to establish a high level of credibility as a representative of the company


WHAT YOU WILL GET IN RETURN:

  • Access to the Employee Assistance Program
  • Employee Recognition Program
  • Internal training opportunities to advance career development



ABOUT ACORN STRATEGY

Voted Large Agency of the Year 2021 and winner of multiple international awards, Acorn Strategy is a full-service communications consultancy with offices in Dubai, Abu Dhabi, Melbourne, Perth, and London, and an ever-expanding client roster. We are an integrated marketing, public relations, and digital consultancy that delivers sharp, agile, and creative strategies to help grow our clients’ business.


OUR CULTURE

We understand that our success depends on recruiting and retaining the highest quality individuals. We have created an environment for people to grow and learn through a culture that empowers creativity, innovation, and professionalism. The core values we live by are collaboration, agility, bravery, curiosity, and growth.


OUR PEOPLE

Over the years we have come to realise that although each of our team members are unique, we each share a series of personal traits that have successfully linked us culturally as a team and as an agency at large. ​


ACORN STRATEGY is an Equal Opportunity Employer. We are dedicated to creating and building a respectful and empowering environment. We aim to create an inclusive workplace that supports our diversity and increases our potential to produce work that better represents and resonates with the world around us.

Thank You

Your application was submitted successfully.

  • Location
    Abu Dhabi, Abu Dhabi
  • Department
    Client Side
  • Employment Type
    Contract
  • Minimum Experience
    Experienced