Azercosmos

Guests Visit and Events Specialist

Son tarix 05 yan 2023 [email protected]

Roles and Responsibilities:

Guests visit

• Arrange the arrival of local and foreign visitors to all offices of the company
• Support in planning and organization CEO's guests visit according to protocol rules
• Organize info-tours to the offices of the company
• Organize cultural tours of guests 
• Prepare an agenda of the guests visit
• Support with accommodation and restaurants research, negotiations, contracts and payment
• Closely cooperate with organizational department for organizational work on the visits such as visa, flight, transport, catering, security etc. 

Event management

• Conduct research of industry events, conference and exhibitions, in close collaboration with respective departments/ groups put together yearly event plan of the company, including exhibitions, conferences, educational projects and customer events.
• Provide support in producing detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing, budgets etc.)
• Research construction vendors for the event and make their evaluation
• Provide support in managing and coordinating suppliers for each event to ensure timely delivery of services (collect the price offers from vendors, coordinate stand production, catering, hostess service, equipment etc.)
• Provide support in budget planning costs for each event, including venue costs, catering, entertainment, and other expenses
• Develop introduction presentations on exhibitions for event/ exhibition attendees
• Meet with respective departments to discuss event details and objectives to ensure that their needs are met
• Review contracts and make sure that all details are clearly outlined
• Support in all aspects of event planning from start to finish, including searching, assessing and purchasing supplies
• Make sure that events run smoothly by monitoring attendees’ needs and responding accordingly
• Prepare contracts and agreements for vendors, collect visas/ signatures on documents
• Prepare post event report with event's key performance indicator and solutions to improve for future events

Required Skills:

• Minimum three years of work experience as an Event Specialist, Event Manager or a similar role; 
• Knowledge on event marketing, exhibitions, and conferences 
• Must speak and write fluent English and Azerbaijani. Knowledge of Russian language is an advantage
• Should be self-motivated and a self-starter 
• Degree/certification in marketing, hospitality management or related field is an advantage
• Project management experience is an advantage

Personal traits:

• Strong organizational and communication skills
• Demonstrate leadership skills
• Ability to multi-task
• Attention to details
• A knack for problem-solving
• Customer-service orientation
• Good at hitting deadlines
• Collaborative and positive attitude to work 
• Growth mindset, willingness to work on himself/herself
• Loyalty to company and its values, willingness to give extra effort to ensure success  
• Strong team player, willing to share his/her knowledge and experience with teammates

Note: 

• International travel is required.