Events Support Officer (6 Months Contract)

Job Purpose:

Ensure the smooth running of on-site events by coordinating and managing event support initiatives related to cultural, sporting and leisure events and in line with the Gauteng Events Strategy.

KEY PERFORMANCE AREAS:

Events support and coordination:

• Coordinate and support on-site events, logistics and social airport welcomes.
• Assist in setting up hospitality desks during events and organising Special VIP services will be (including hospitality suites) to welcome international personalities.
• Working with the Visitor Services Unit, assist in coordinating the tour desk at event venues.
• Supporting meeting/events planners by coordinating the logistics of providing local information and sourcing suppliers for transportation, signage, marketing and other needed services.
• Organise welcome ceremonies involving government personalities
• Assist with distributing key information to delegates during events.
• Assist in implementation of event-specific legislation for the staging of events, including processes to ensure statutory requirements are met.

Events administration and reporting:

• Update and ensure the stakeholder database accurately reflects internal and external stakeholders with whom the position engages.
• Establish an electronic database of local event organisers and ensure it is regularly updated and accessible.
• Maintain and update and electron database of event organiser profiles.
• Develop and deliver succinct, timely, informative and accurate briefings, papers, correspondence and other reports.
• Be proactive in suggesting areas for improvement in internal processes along with possible solutions.
• Ensure tasks undertaken adhere to all companies'' policies and procedures.

Effective correspondence with events industry:

• Gather and verify information on events to inform the cultural, sports and leisure related Events Calendar.
• Prepare communications material and information updates to increase community understanding through targeted communications.
• Work with the Communications team to monitor and prepare responses to media enquiries.
• Manage and prepare correspondence, briefing notes, and reports regarding various stages and milestones of event planning.
• Work with relevant community engagement teams to develop accurate and consistent key messages.

Stakeholder Management:

• Engage and build partnerships and working relationships with key stakeholders in the events industry.
• Work with and manage relationships between the organisers, partners and other stakeholders.
• Form strategic partnerships with relevant stakeholders.
• Manage internal relationships with other team members to deliver significant marketing and community benefits which promote Gauteng as a leading destination for events.