Convention & Events Specialist

Job description / Role

Provides day to day assistance and organization for the delivery of pre/post events’ support in the management of conventions and events for the KSA Business Units. Promotes and enhances exceptional delivery of events to the organization.

Operations:

• Key liaison between other internal departments – BU’s Events, Marketing, Training & Education (T&E), Finance, Legal & Compliance, etc.
• Manage the life cycle of events, e-Cats, early reservations/registration, agency fees, no show/cancellation policies, budgets, payments, etc.
• Collaborate with the various Business Groups across KSA by bringing synergies and homogenizing processes.
• Resolve issues related to events management on a local and regional level.
• Manage mutual events for MEACAT in the respective event location.
• Reducing the resolution time with the concerned parties (Vendor, HCP’s, Finance, BU’s, etc.)
• Negotiate contracts and manage relationships with external vendors.
• Handle complaints from various stakeholders and take action accordingly.
• Operate within the Customer Education budget of the business and maximize the return on the budget.
• Ensure smooth running of direct events organized with the staff of the hotel where the event takes place.
• Contain and execute unforeseen events smoothly.
• Address any unexpected problems as they arise.
• Meet with KSA Business Managers periodically to obtain feedback and insight into their evolving events’ needs and the adequate consumer support systems and processes.
• Actively participate in Function and Business Meetings.
• Serve as a back-up for the team in a “buddy system”.
• Assist and support the team as needed during peak times.
• Lead special projects and adhoc initiatives as assigned with relevant stakeholders.
• Establish team operational objectives.
• Determine events calendar and team participation.

Standardization of Processes:

• Improve and enhance the customer experience and problem solving.
• Analyze operational processes and escalation procedures.
• Execute system control reports, and address all issues to ensure timely and accurate resolution.
• Work within the C&E team to create, revise, and develop Standard Operating procedures for the C&E Function.
• Enhance customer experience through improving timeliness in service delivery by achieving the guaranteed average time for events, based on agreed process.
• Spot trends across businesses; take action and make recommendations accordingly.
• Provide, when needed, process and tool enhancements or modifications and work with IT to enhance/redesign operating systems as needed.

Data Consolidation:

• Consolidate Customer Education Sheets and communicate to Finance on a monthly basis.
• Maintain updated Customer Education sheets for past and forecasted events.
• Manage internal queries relating to events’ status, billing, invoicing, payment and compliance issues.
• Maintain an updated/healthy shared folder across the team.
• Maintain customers/distributors database, HCP’s contracts’ data, participation in events, and documentation of all events to support the businesses workflow and reporting.
• Maintain template files and folders per HCP per Business (FMV, CV, Honorarium letters, WO, Contracts, Hospital, etc.)
• Maintain contact list for all compliance contacts per country/region
• Maintain accurate trace ability of payments files and documents.
• Ensure that all vendors are trained on BCS

Reporting:

• Produce meaningful reports, maintain database integrity, develop and document internal procedures.
• Implement, track and continuously improve metrics and reports to support multiple business process improvements.
• Produce statistical reports per country/Distributor/HCP.

Legal & BCS Compliance:

• Compliance to MDT Policies and BCS regulations
• Ensure that the vendors and partners are compliant with MDT BCS guidelines
• Ensure that you are compliant to MDT policies and BCS regulations.
• Accountable for adhering to compliance controls and 3rd party guidelines.
• Monitor and control boycotted countries/HCPs.

Finance:

• Sourcing, branding, and printing, etc. with quality versus cost effective in mind.
• Ensure payments are processed in a timely manner and booked accurately
• Keep a log of all AMEX transactions
• Consolidation vendors for printing material

Salary:
SAR 14,000 per month inclusive of fixed allowances.

Requirements

Skills, Qualifications & Experience:

• Bachelors Degree in Business Administration or Relevant Field
• 5+ Years Experience in a similar position of events management
• Experience working within a multinational company
• Excellent Communication skills
• Excellent Organizational skills

About the Company

NTS Group is a leading specialist recruitment firm and experts at recruiting skilled, qualified and professional people in the Middle East.

Our promise is simple. To provide our clients and candidates an expert, professional and bespoke service whilst maintaining the highest levels of integrity and honesty.

NTS Group specialise within contingency, retained and search based recruitment campaigns across the following sectors;

Finance & Accountancy Professional Office Support Sales & Marketing Operations

To our clients, we understand people are your biggest asset and the future of your business. This is why we focus on understanding not only your technical requirements, but your culture, values and vision in order to find the right people for your business first time.

To our candidates, we believe in honesty, integrity and supporting you throughout the entire process. We listen to what you want and proactively go to market to assist you in finding your dream job.