Emirati Events Associate

The Customer Meeting Services Associate manages the delivery of events, and acts as a consultant to Brand Managers to help build meeting strategies. This includes:  

• Delivering positive customer experience through different touch points & interactions whilst ensuring the right compliance & OPEX governance needed for the marketing department is in place.  
  

  
  

• On-site inspection of the events organized & ensuring the smooth flow of all customer interactions.  
  

  
  

• Utilization of market knowledge and external contacts to influence the business.  
  

  
  

• Acting as Compliance gate-keeper for the complete meeting set up process and ensuring that all needed documentation is kept according to E&C rules and company SOPs.  
  

  
  

• Use of preferred vendors, participating in sourcing appropriate vendors, and ensuring that internal and external relationships are optimized.  
  

  
  

Key Responsibilities 

Vendor Management:

• Meeting with travel agencies, briefing on event requirements, getting proposals, evaluating the proposals, negotiating and influencing the final vendor / proposal decision (with procurement & business owner).
  

  
  

• Lead the vendor selection process together with the Procurement department/business owner.  
  

  
  

• Work with finance to manage & settle pending payments/open POs for all vendors.  
  

  
  

• Evaluating the performances of the current approved vendor agencies during the events and ensuring the timely feedback is shared internally & externally with concerned parties (vendors & procurement/finance).
  

  
  

Project/Event Management:

• Coordinate and manage Travel and meeting agencies to ensure smooth working throughout the complete process.  
  

  
  

• Handling and preparation of all events logistical arrangements related to external marketing communications (examples, but not limited to, Speaker Tours, Stand Alone meetings, Congresses, P2Ps, etc.) and cycle meetings.  
  

  
  

• Execution and finalization of event logistics (examples, but not limited to, flights, hotel accommodations, visas, transportation, meeting/conference rooms, meals, airport pickup, necessary approvals…..etc  
  

  
  

• Coordinate, manage and follow up with internal relevant parties on event participation management.(Document collection and check appropriateness, venue management, guarantee numbers, announcing deadlines, pre-event site inspection  
  

  
  

• Regularly attend Brand Team meetings on planning & executing of congress and meetings to review timing, budget, venue, approval etc.  
  

  
  

• Ensure the timely institutional notification process is completed for planned the Company’s sponsored activities.  
  

  
  

• On-site inspection of the events organized, acting as point of contact on trouble management, able to solve problems that occur during events.
  

  
  

Customer Experience Management:

• Ensure delivering positive customer experience through securing all required logistics early enough before the event & also supporting all other requests through all the event touchpoints (for example, confirming all booking & reservation, sending tickets on time,..)  
  

  
  

• Onsite support & ensuring the seamless flow of all interactions/touchpoints.  
  

  
  

• Processing HCP/HCO payments on time & provide sales/marketing teams with proof of payments for each transaction. 
  

  
  

SAP Expertise:

• Manage SAP system by raising shopping carts and Purchase Orders (POs), collecting/receiving quotations, ensuring ATS & ATC approvals are secured, getting a copy of the PO & sending it to the vendor to confirm the service.  
  

  
  

• Checking POS status on SAP & managing any kind of PO changing through contacting PPA/HP team for different purposes.