Event Planner

Crew Life at Sea Ltd.; Cape Town; On-site; ZAR 240,000 - 420,000; Full time

Job summary

Crew Life at Sea Ltd. is seeking an experienced Event Planner to coordinate interviews and events across Africa for cruise ship recruitment. You will partner with the recruitment agency and interviewers to design compelling interview experiences and seamless travel plans.

You will manage venues, transportation, accommodations, catering and AV, while controlling budgets and ensuring top-tier service for over 10 high-end clients. Flexibility to travel and work evenings/weekends is essential.

Qualifications

• Proven experience in event planning and coordination, preferably with a focus on high-end or corporate events.
• Strong organizational and time management skills, with the ability to multitask and meet tight deadlines.
• Excellent communication and interpersonal skills to liaise with clients, vendors, and stakeholders.
• Attention to detail and a strong sense of professionalism.
• Knowledge of the cruise ship industry and recruitment processes is an asset.
• Proficient in event management software and tools.
• Ability to travel and work flexible hours, including evenings and weekends.

Responsibilities

• Collaborate with the recruitment agency and cruise ship acquisition talent interviewers to understand the event requirements, objectives, and timeline.
• Assist in selecting suitable event venues and locations across Africa that meet client needs and interviewers' preferences.
• Coordinate and manage event logistics, including transportation, accommodations, catering, and audiovisual equipment.
• Liaise with vendors, suppliers, and service providers to ensure smooth event operations and timely delivery of services.
• Develop and maintain event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
• Plan and arrange travel logistics for cruise ship crew members, including flights, visas, and transportation to event venues.
• Coordinate with hotels or other accommodations to secure stays for clients and interviewers.
• Ensure all necessary documentation, such as passports and visas, is obtained in a timely manner.
• Serve as the main point of contact for high-end clients, ensuring clear and effective communication throughout the planning process.
• Collaborate with the marketing team to develop event promotional materials and strategies to attract attendees.

Skills

Event planning

Organizational skills

Communication

Attention to detail

Cruise ship industry knowledge

Event management tools

Travel flexibility

Job description

As an Event Planner for Crew Life at Sea, your primary responsibility will be to assist in organizing and preparing events across Africa to interview cruise ship crew members. These interviews will be conducted on a one-on-one basis by cruise ship acquisition talent interviewers. Additionally, you will be responsible for organizing, booking, and preparing the entire trip from start to finish for over 10 high-end clients.

Responsibilities:

1. Event Coordination:
   • Collaborate with the recruitment agency and cruise ship acquisition talent interviewers to understand the event requirements, objectives, and timeline.
   • Assist in selecting suitable event venues and locations across Africa that meet the specific needs and preferences of the clients and interviewers.
   • Coordinate and manage event logistics, including transportation, accommodations, catering, and audiovisual equipment.
   • Liaise with vendors, suppliers, and service providers to ensure smooth event operations and timely delivery of services.
   • Develop and maintain event budgets, ensuring cost-effectiveness and adherence to financial guidelines.
2. Travel and Accommodation Arrangements:
   • Plan and arrange travel logistics for the cruise ship crew members, including flights, visas, and transportation to and from event venues.
   • Coordinate with hotels, resorts, or other accommodations to secure suitable and comfortable stays for the clients and interviewers.
   • Ensure all necessary documentation, such as passports and visas, is obtained in a timely manner for the clients and interviewers.
3. Client Management:
   • Serve as the main point of contact for the high-end clients, ensuring clear and effective communication throughout the event planning process.
   • Understand the unique needs and preferences of each client, providing personalized and exceptional service to enhance their experience.
   • Maintain strong relationships with clients, addressing any concerns or issues promptly and professionally.
4. Event Marketing and Promotion:
   • Collaborate with the marketing team to develop event promotional materials and strategies to attract cruise ship crew members to attend the interviews.
   • Utilize various marketing channels, such as social media, email marketing, and industry networks, to reach potential candidates.
   • Monitor and evaluate the effectiveness of marketing campaigns, making necessary adjustments to optimize results.
5. On-site Event Management:
   • Oversee event set-up, ensuring that all necessary equipment and materials are in place for smooth operations.
   • Coordinate the arrival and check-in process for the clients, interviewers, and cruise ship crew members.
   • Provide on-site support and troubleshoot any issues that may arise during the event.
   • Ensure all participants adhere to the event schedule and guidelines.

Qualifications:

• Proven experience in event planning and coordination, preferably with a focus on high-end or corporate events.
• Strong organizational and time management skills, with the ability to multitask and meet tight deadlines.
• Excellent communication and interpersonal skills to effectively liaise with clients, vendors, and stakeholders.
• Attention to detail and a strong sense of professionalism.
• Knowledge of the cruise ship industry and recruitment processes is an asset.
• Proficient in event management software and tools.
• Ability to travel and work flexible hours, including evenings and weekends, as required.

Note: This job description is a general overview of the typical responsibilities and qualifications for an event planner assisting Crew Life at Sea. Specific duties and requirements may vary based on the needs and expectations of the company.