Objective:
To lead conference sales and customer management while generating revenue through delegate sales. This role involves managing the conference budget, maximizing returns for GHA, and ensuring that conference operations are executed in alignment with the organization’s SOPs and standards.
Key Responsibilities:
• Conference Planning: Develop and detail the end-to-end conference plan, covering all phases of the conference. Propose the plan, identify stakeholders, and build consensus with them and the customers.
• Budgeting and Revenue Generation: Create a project budget that includes both income and expenditures. Focus on generating revenue through delegate sales to ensure the project remains profitable.
• Stakeholder Coordination: Communicate clear objectives, expectations, and timelines to internal stakeholders, including:
o Web-design team
o Graphics and brochure design team
o Sponsorship sales team
o Social media team
• Secretarial Support: Provide comprehensive secretarial support to the customer before the start of the conference.
• Project Sales Revenue: Drive project sales revenue through delegation sales and ensure continuous project profitability.
• Sponsorship Management: Coordinate with the sponsorship sales team to secure the necessary sponsorships for the conference.
• Vendor Management: Identify and manage vendors at each stage of the project, ensuring markup revenue is generated from these relationships.
• Conference Review: Conduct periodic reviews to track progress against the plan, take corrective and preventive actions, and ensure the successful execution of conference operations.
• Client Relations: Lead client meetings, provide regular updates to customers, and ensure they are consistently informed about the conference's progress.
• Logistics Coordination: Plan and manage conference participants' travel arrangements and other logistics as per the conference schedule.
• Facility Management: Oversee all facility-related requirements, including venue identification, audiovisual support, food and beverage arrangements, and any other necessary services.
• Document Management: Keep detailed records of all vendor interactions, bills, and associated documents in an organized manner.
• Financial Coordination: Assist in collecting vendor bills and invoices, and work with the finance team to ensure timely payment, following necessary approval processes.
• Conference Execution: Support the smooth execution of the conference on the event day, handling registration and any other required activities.
• Program Management: Manage the program schedule to ensure that all customer requirements are met on time.
Qualifications:
• Education: Bachelor's degree in business, operations management, or a related field (Master's degree is a plus).
• Analytical Skills: Strong analytical and problem-solving abilities.
• Communication: Proficiency in written and spoken English.
• Software Skills: Strong skills in MS Office and proficiency with relevant operational software tools.
• Work Ethic: Ability to work under pressure and meet deadlines.
• Team Player: Strong interpersonal skills and ability to work well in a team environment.
• Attention to Detail: Excellent organizational skills and attention to detail.