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Events Manager (expired)

iafor - The International Academic Forum

iafor - The International Academic Forum

Job ID
105787
Location
Kobe, Hyogo, Japan
Post date
Jul 6, 2015
Industry
Tourism / Travel / Hospitality
Function
Event Planning/Management (MICE Industry), Wedding Coordinator
Work Type
Full Time / Manager (Manager/Supervisor of Staff)
Salary
¥275,000 ~ ¥350,000 / Month

Requirements

  • English: Business level (preferred)
  • Japanese: Native level (preferred)
  • Must currently reside in Japan
  • 2 Letters of Reference
  • Visa sponsorship available

Description

Responsible for ensuring IAFOR events run smoothly, to include working with senior management on location identification, site inspections, liaison, negotiations and contracts with event spaces and hotels.

Ensure all the logistics for an event are in place. This takes scrupulous planning and organisation. Work closely with the academic program development staff to help program. Quality and attention to detail is vital. As is time management and the ability to prioritise a heavy workload. Travel to different countries is essential, as IAFOR operates conferences around the world.

Working closely with other members of the team, including media, marketing and production staff.

There will be the expectation and opportunity for international travel. The team travels to each of their conferences and while on-site the Events manager is responsible to ensure everything is set up properly and that everything runs smoothly on the days of the event.

Duties include (but not limited to):
* Liaising with sponsors - answering queries, providing information, collating material for conference documentation, invoicing etc.
* Negotiating with conference venue/all suppliers (audio-visual/translators/conference assistants etc.)
* Manage the event budget - controlling costs, process supplier invoices and ensure the accounts department is regularly updated.
* Sourcing venues for a conference, cocktail receptions/dinners.
* Compiling and producing conference documentation in the form of a delegate workbook.
* Arranging all signage.
* Arrange all sponsor branding at the event.
* Responsible for arranging travel and accommodation for the team working on the event.
* Run the event on site - liaising with hotel staff/suppliers/dealing with any unforeseen problems.
* Post-conference clear up - thank you letters and final delegate list to sponsors; post event reports; finalise budget; process outstanding invoices.

Skills set required:
* Extremely well organised and a scrupulous planner.
* Experienced in managing budgets.
* Problem solving.
* Ability to work with limited supervision; prioritise own workload and multi-task.
* Proven negotiation and strong communication skills.
* Strong IT skills particularly Word, Excel and PowerPoint. Some InDesign Knowledge is desirable.
* Ability to work under pressure.
* Keen eye for detail and accuracy.
* Ability to work well within a team.
* Friendly and approachable.
* Willing to travel and work additional hours.

Last modified on September 2, 2019

The above information is a public job ad. This job ad is neither an offer nor a contract.

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