AKC Events Manager at Aga Khan… · Orica…

The Aga Khan Foundation is a leading global development organisation working to tackle the root causes of poverty. For more than 50 years, we have helped create strong community institutions that support sustainable, locally driven initiatives to improve the lives of millions of people. By combining local knowledge with global best practices, we strive to bring about transformative and long-lasting improvements to quality of life.

Working alongside the agencies of the Aga Khan Development Network and through partnerships with local communities, civil society and business as well as governments and international aid agencies, we are building a future where we all thrive together.

The requirements

QUALIFICATIONS, SKILLS, AND EXPERIENCE

• Highly organised with strong logistical skills and proven consistent attention to detail
• Strong interpersonal skills, tact, patience, and ability to work in a cross-institutional, multicultural environment dealing with senior and high-level officials/persons and VIPs
• Comfortable working independently and with minimal supervision but also forming an essential component of a team
• Excellent guest service skills as well as operational event expertise
• Ability to bring a discerning and professional mind set to the role
• You will need to have an engaging personality and enjoy interacting with all guests
• Able to act as the ultimate host and welcome guests to their event
• Self-motivated, action-focused and with a proactive approach
• Ability to always maintain a professional appearance and approach
• Excellent written and verbal communication skills in English

Experience

• Strong and demonstrable experience working in a well-respected, high-end venue
• Good experience of organising a diverse range of events
• Experience of managing a team
• Experience of working in a complex, multi-stakeholder environment
• Experience of working with volunteers and volunteer management
• Knowledge of excellent food and beverage service
• Background in hospitality

The role requires the ability to work flexibly in terms of working hours including late hours and Saturdays and Sundays if required to support and accommodate events. Any additional time worked will be agreed in advance and will be given off as per AKF(UK) policy on time off in lieu.

The position

This role is responsible for supporting the three organisations based at the Aga Khan Centre to co-ordinate the arrangements and delivery of their meetings, seminars and events. This will include managing the room booking system, planning events, completing risk assessments, running the event on the day and completing post-event evaluations.

Leading a small team, the Events Manager will be responsible for providing a seamless support service to manage and deliver high-quality meetings and events to a standard which is in accordance with the nature of the Aga Khan Centre and provides value for money. As well as the key stakeholders, the Events Manager will work closely with both the AKC Buildings Team, AKC IT team, AKC Reception and AKC Security to ensure the successful delivery of the events programme.

Events planning and management

• Support event organisers in preparing for their events
• Attend pre-event planning meetings, ensuring the event organiser understands the insurance, legal and health and safety obligations, & their responsibility to contract & pay the event suppliers
• Ensure the event organiser carries out an event risk assessment, shares a copy and makes appropriate mitigations
• Provide details of relevant event suppliers to the event organiser and coordinate with the suppliers, ensuring everything is delivered on time and is high quality
• Liaise with the communication team from the relevant organisation to provide the information they need to publicise and promote the event
• Work with the AKC building management team and event organisers to oversee the removal of events.
• Work with the AKC IT team to organise and manage audiovisual and technology requirements
• Work with the Aga Khan Centre Hospitality Services to agree timings and volunteers for events and liaise with volunteers.
• If requested by the organisation, project manage events, handle client queries and troubleshoot so that the event runs smoothly
• Produce post-event evaluation reports after receiving feedback from organisers, volunteers and participants.

Meeting planning and management

• Ensure meeting and board rooms are kept to a high standard
• Manage and record all AKC room bookings, own the room booking system
• Manage a centralised AKC events and meetings calendar.
• Provide meetings with timely refreshments and catering if requested
• Provide weekly updates to the AKC building management team, security team and reception on the meeting schedule for the week

Events administration

• Ensure AKC events staff are scheduled to work in patterns that cover all meetings and events
• Prepare an annual operational plan and budget for the AKC events management team
• Provide commentary and analysis for the monthly events finance report.
• Manage and maintain preferred supplier arrangements with caterers, freelance support staff, transport providers and local hotels
• Lead supplier procurement processes related to event management
• Monitor and approve all events management supplier invoices and staff expenses in line with approved budgets.
• Ensure that safeguarding processes are embedded into all events, supplier contracts and management policies and processes
• Manage the AKC events team inventory. Produce quarterly reports on inventory movements
• Routinely review standards of service, ensuring best practice.
• Manage and maintain SLA standards, KPIs and targets for the AKC events management team
• Provide reports on events
• Own the AKC events management risk register

Team management and support

• Help the AKF(UK) CEO and Senior Management Team promote a culture of teamwork and service, high-quality, transparency and accountability, innovation, inclusiveness and continuous improvement
• Supervise, coach and mentor events management staff.
• Oversee and set annual performance objectives.
• Identify staff with potential and contribute to their development