Events Assistant


Motivate is looking for an ambitious Events Assistant based in Dubai, to provide support to our in-house events team and assist in the planning and execution of Motivate events.

Prerequisites:

  • Good knowledge and interest in the UAE events industry.
  • Six months to one year of experience in supporting events and admin related work in an events company.
  • Excellent phone communication skills.
  • Excellent administration and organizational skills.
  • Excellent written communication skills. (English).
  • Detail oriented.
  • Ability to handle and own multiple projects and tasks.
  • Ability to work pro-actively, show initiative and be self-motivated.
  • Sociable personality who can relate to all levels of an organization, both internally and externally.
  • Ability to work well under pressure and capable to meet tight deadlines.
  • Must be able to manage time well and organize information efficiently.
  • Flexibility in working over weekends and evenings if required.
  • A team player.
  • Good knowledge of marketing techniques and performance campaigns.
  • Can implement and challenge processes to streamline workload and tasks.
  • Must thrive in an environment of rapid change, moving targets and high intensity.

Roles & Responsibilities:

  • Managing all SAP account paperwork and software and sending regular reports.
  • Distribution of invitations and collation of RSVPs.
  • Distribution of tickets and information to guests.
  • Processing invoices & SOA’s with suppliers and finance.
  • Manage supplier payment’s on time.
  • Maintain all the events databases.
  • Assist at live events, specifically with the guest list and table plan experience.
  • Manage and brief all hostesses at each live event.
  • Manage storage and keep a detailed inventory of all marketing and events materials (banners, flags, branding etc.)
  • Carry out all related administrative tasks related to events that your line manager has agreed.
  • Book all internal photographers, videographers, post event footage edits, studio and live stream for events.
  • Attend and contribute to all event’s weekly meetings for each of the brands.
  • Manage all data for each brand related to the submission and nomination processes.
  • Send out all event collateral specific to the brand pre & post event and confirm it has been received.
  • Manage and keep up to date all events email accounts per brand.
  • Produce table plans and seat allocation for all live events.
  • Liaise with executive office on their seating and invites for live events.
  • Send out email invite’s, save the date, see you tonight & tomorrow that are provided by the relevant Marketing manager.
  • Check with invited guests and winners where applicable to confirm they have received the email invites and collect RSVP’s and bookings.
  • Contact all table bookings and request all guests names for the guestlist.
  • Liaise with senior management for the brand on staff allocation for the event and invite staff and collect RSVP’s.
  • Manage speaker documents and uploads into DTCM portal.
  • Lead the What’s On Awards pre awarding process and plaque delivery.
  • Manage our social tables account, post event RSVP reports and guestlist uploading per event.
  • Produce post event report’s with events designer and provide all materials needed for it.
  • Set up Zoom recordings, share recordings footage when brands need this.
  • Email attendees or guests, sponsors, partners all post event coverage.

Motivate Media Group is the region’s leading multi-platform content producer with a diverse portfolio of media interests comprising magazines, digital, social, video, exhibitions & events, cinema and books.

Interested candidates may apply attaching a copy of their CV