Visits & Events Coordinator

Duties

• Under the guidance of the Public Affairs & Communication Director and the General Secretary, the Visits & Events Coordinator will be responsible for: understanding requirements for each event and ensure implementation of events as well as coordination with different stakeholders for the success of the event, (the events can be from hosting visitors to bigger events such as conferences and workshops and other commemorative events); to understand requirements for each event; to plan the event with attention to budget and time constraints; to manage all the logistics of the event: prepare, gather and organize all means to cover the event/visit such as the list of invited people, transportation, confirmation of attendance, etc.; to coordinate all aspects related to the event including putting together a dedicated team to prepare the program, coordinate with all entities (within TEPMA1 and externals) and lead the good execution of the program during the visit; to research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost; to manage all event operations; to do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards; to oversee event happenings and act quickly to resolve problems; to evaluate event’s success and submit reports; to be responsible for every aspect of an event, from logistic (including program, flights, accommodation, people, transportation, etc.), coordination (prepare program, coordinate with the different teams either internal and external if necessary), execution (lead the whole process during the event and evaluating the event afterwards

Requisites

• Degree in hospitality management, public relations or relevant field is preferred
• Proven experience as event coordinator
• A proven track record of organizing successful events
• Proficient in MS Office
• Must speak, read and write English and Portuguese fluently
• Excellent vendor management skills
• Outstanding communication and negotiation ability
• Well-organized with multi-tasking skills
• Able to handle stress and remain calm
• Problem-solving ability
• Ability to build and maintain effective working relationship with clients
• Excellent team player with good leadership skills

Benefits

• The possibility of working in a Company that offers salary conditions compatible with the degree of experience and level of responsibility of the function, as well as opportunities for personal development

Notes

• Only shortlisted applicants will be contacted