Job Description

Purpose:

The purpose of the Events Coordinator role is to plan, implement, and manage events that align with the firm’s business development and marketing strategy, while providing effective on-the-ground support to ensure the successful delivery of internal and external events.

Experience and Qualifications:

• Events Planning or Marketing Degree/ Diploma/ Equivalent qualification
• 7-10 years’ work experience, with solid experience in a professional services environment

Key Accountabilities

Events Management:

• Work closely with Events Manager, BDMs and internal stakeholders regarding the selection and planning of events.
• Work closely with events team to ensure the successful delivery of selected, identified internal and all external events.
• Create and maintain a list of suitable external venues and restaurants.
• Prepare and manage detailed project plans and budgets for events.
• Liaise with stakeholders on the guest lists for events and compile these using the firm’s CRM system.
• Prepare and send invitations. Ensure these are aligned to the Bowmans style guide.
• Manage RSVPs on the client relationship management system and track manual RSVPs (when necessary) and print name tags.
• Work with stakeholders and the brand team to ensure there is appropriate marketing collateral available for each event.
• Work with the digital communications team to ensure that events and speaking opportunities are profiled appropriately on social media.
• Undertake general events management and deal with unforeseen events and issues as they arise.
• Update the CRM system with information on events attendance.
• Compile events reports and input on monthly reports on events held.
• Publish events reports and photographs on the firm’s intranet and recordings on the firm’s website.

Branding and Promotional Gifts Management:

• Identify appropriate corporate gifts (either to be kept in stock or for specific events) and branded stationery, including business cards needed for CPT events.
• Ensure that flowers and gift baskets ordered by the events team for clients on request by partners meet the standard required.

Supplier Management:

• Work with the facilities and broader events team to source and assess potential new suppliers, including venues, ensuring that they comply with the firm’s BEE requirements.
• Manage suppliers’ output and service delivery.
• Ensure that relevant contracts are sent to the Events Manger for approval and ensure suppliers’ payments are up to date.

Finance Management, Administration and Reporting:

• Process supplier invoices for payment.
• FICA new suppliers when needed.
• Ensure suppliers’ payments are up to date.
• Administer and track costs relating to the events budget.
• Provide input into post event reports and budget recons.

Marketing & Communications Support:

• Arrange professional photoshoots and or take employee photographs as needed.
• Format and distribute internal and external newsflashes and newsletters using the firm’s email distribution system, Tikit if necessary.
• Assist with the drafting and uploading of events related social media posts

Relationship Building:

• Develop and maintain relationships with Bowmans employees as a trusted advisor.
• Maintain strong working relationships with and have open and transparent communication among all members of the Business Development.
• Develop and maintain relationships with external vendors to ensure service delivery of a high quality.

Competencies:

• Achievement Orientation
• Analytical Thinking
• Attention to Detail
• Client Focus
• Stress Management
• Teamwork
• Writing Skills
• Business Perspective
• Legislation, Policies, Procedures and Standards

Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan. All recruitment decisions will be taken with due consideration being given to these objectives.

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