Events Graduate

The main purpose of this position is to ensure the coordination and administration relative to conferences, exhibitions and other events as specified, thus ensuring the successful build up/compilation and execution of events.

Reporting to the: Events Manager

Duration: 12-month Fixed Term Contract (must be available immediately).

Key responsibilities will include but not limited to

1. Administration

• Administrative Support: Assist with general admin tasks, schedule departmental meetings, record minutes and distribute them in a timely manner.
• Report Preparation: Generate weekly reports from operating system.
• Event Documentation: Draft documents for repeat events; book repeat events on EBMS; load programmes, service orders, and requisitions.
• Client Liaison: Follow up on client queries per CTICC policies.
• Filing & Tracking: Maintain electronic filing system, event permit tracking documents, and shared drive.
• Event Permits: Ensure floor plan approval, use CoCT Online portal for permit applications.
• Safety Compliance: Provide medical plans for Safety File; liaise with Fire, Waste, Health departments regarding relevant certificates and updates.
• Internal Coordination: Manage Conference & Exhibitions enquiries and assign to Coordinators.
• Exhibition Desk: Assist with setup as needed.

1. Planning of internal Events

• Coordinate internal events for various departments in line with CTICC procedures.
• Coordinate Client Relationship Management (CRM) and Stakeholder events at the CTICC.
• Assist the Event Executives with client site inspections.

1. Adhere to all Procurement and Finance Standard Operating Procedures

• Invoices for temporary building permit to be requested and submitted for payment once received following the CTICC’s SCM and Finance processes.
• Liaise with the Event Executives to follow up on approved quote for critical services that is required for the event permit application, as this will determine when the plans are received.
• Check all invoices once received.