Event Project Manager at VUKA Group

Job Description

As an Event Project Manager, you will be responsible for assisting the Events Director with the planning, organising, and executing various events and conferences. Your primary objective will be to ensure that all aspects of the events are meticulously coordinated, from initial conception to post-event evaluation. You will collaborate with cross-functional teams, vendors, and clients to deliver high-quality and impactful experiences that meet the organisation’s goals and objectives.

The successful candidate will need to understand the creative and seamless delivery of content for live audiences and the streaming of content through various channels and platforms. The role will require close collaboration with the Client Experience & Operations team to ensure the successful execution of in-person events with integrated virtual components.

Requirements:

• Proven experience (3-5 years) as an Event or Conference Project Manager.
• Strong understanding of event planning and project management principles.
• Familiarity with content creation and delivery for live audiences.
• Proficiency in streaming technologies and platforms.
• Excellent communication and collaboration skills to work effectively with diverse stakeholders.
• Ability to adapt to evolving technologies and industry trends.
• Flexibility to travel as required for on-site event management.
• Must be residing in Cape Town.
• Basic French language knowledge will be an advantage.

Responsibilities:

Event Planning and Strategy:

• Work closely with the Events Director to conceptualise and develop event themes, objectives, goals and determine policies that align with the portfolio and organisation’s overall theme/strategy.
• Understand the creative delivery of content for live audiences, ensuring an immersive and memorable experience.
• In collaboration with the Events Director, create and manage project schedules, budgets, and resource plans to ensure timely and efficient delivery of all events.
• Develop and implement project management processes and tools to improve efficiency, consistency, and quality across the portfolio. Set and manage event milestones effectively to keep the event on the correct timelines. Provide timeous reports and analysis.
• Motivate team members, providing guidance, support, and training as required. Ensure team members are working smartly and productively together.
• Identification of gaps in operational efficiency and Direct (not Manage) the elimination of these efficiencies.
• Assist the Events Director to manage the operational priorities of the Production and Marketing Departments.
• Working to transform the Events into Experiences and develop the brands within the portfolio.

Project Management:

• Collaborate with cross-functional teams, including the Event Director, content creators, Marketing and technical experts, to coordinate event logistics and execution.
• Create detailed event plans and timelines that encompass both in-person and virtual components.
• Ensure seamless coordination between in-person and virtual aspects of the event to deliver a cohesive experience.
• Maintain your focus on delivery of Revenue targets the division. Ensure profitability of events by adhering to event budgets and keeping overall costs in control.
• Monitor project performance against established KPIs and provide regular reports to senior management on project status, risks, and issues.
• Optimising internal and external communication and collaboration.
• Ensure operational deadlines are always met consistently.

Content Creation and Delivery:

• Programme development: Working with the Event Producer, you will decide on topics to be covered at the conference. You will also assist to research, develop, and write the content of conference programmes.
• Work closely with content creators to understand the requirements for delivering engaging content to a live audience.
• Coordinate the creation and delivery of content that caters to both in-person attendees and virtual participants.
• Enhancing the customer journey and experience (Mapping).

Vendor and Supplier Management:

• Build and maintain strong relationships with clients, suppliers, and other stakeholders to ensure smooth project delivery and high levels of customer satisfaction.
• Source, negotiate, and manage vendors and suppliers who specialise in event technology, streaming platforms, and AV equipment.
• Evaluate vendor capabilities and ensure their ability to deliver high-quality services.

Post-Event Evaluation and Continuous Improvement:

• Conduct post-event evaluations, soliciting feedback from both in-person and virtual participants.
• Analyse event performance, including content delivery, audience engagement, and technical aspects.
• Identify opportunities for improvement and recommend strategies to enhance future events.