Specialist - Events at Allan Gray Proprietary Limited

Responsibilities:

• Event planning and co-ordination
• Planning and coordination of allocated events, webinars and exhibitions from start to finish.
• Contracting with venue and service suppliers (i.e. booking of venues, sound equipment suppliers as well as sourcing alternatives and continuously searching for ways to build the brand through events).
• Booking presenters or speakers, ensuring detailed record keeping thereof and timeous itineraries to speakers and delegates.
• Ensuring all steps of the events communication process are followed (e.g. save the date, invite, reminder etc.).
• Attendance of events and coordination on the day, including own travel arrangements.
• Post event record-keeping.
• Ensuring that event costs are within budget and proactively communicate with stakeholders throughout.
• Facilitate invoice approval, processing and budget record-keeping.
• Building and maintaining a client database, supplier database and potential new venues and suppliers.
• Creative input i.t.o designing events and invitations.
• Ensure events are hosted to the highest standard in line with the Allan Gray brand.
• Consistently liaising with the events team to ensure uniformity.
• Continually update guidelines documents and create efficiencies in the event procedures.
• Conduct site visits in all applicable regions and update venue list with all new hotels, restaurants and venues listed.

Relationship Management:

• Build and maintain relationships with key internal and external stakeholders to ensure events are in line with the brand’s standards.
• Ensuring that details of events are communicated with stakeholders throughout events timeline.
• Consistently managing feedback to internal and external stakeholders.
• Pro-actively communicate with event owners regarding potential negative or positive impacts on their events strategy.

Allan Gray Citizenship

• Adds to the business environment and overall growth of colleagues.
• Serves as an ambassador, representing the company in a professional manner.
• Values driven: client focused, performance driven, long-term oriented, independent minded, individually accountable, integrity, trustworthy

Requirements:

• Minimum of 5 years’ relevant work experience in the Financial Services industry
• Advanced understanding of Zoom webinars and studio operations
• Excellent verbal and written communication skills
• Strong negotiation skills
• Proactive, independent and forward thinker
• Creative problem solver
• Passionate about internal and external client satisfaction
• Excellent organisation and time management skills
• High stress tolerance with exceptional decision-making skills
• Ability to work irregular hours when operationally required and highly adaptable to changing role requirements
• Team leadership skills
• Ability to travel
• Valid drivers license
• Exceptional relationship building skills, with great interpersonal skills
• Diplomatic, tactful and persuasive communicator
• Pedantic about detail
• Perfectionist about consistency

Education:

• Degree or diploma
• Advanced computer literacy on the entire MS Office suite