The marketing and event coordinator should have a love for special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with existing partners and find and identify and liaise with new potential partners for DiaLeb. He/she should also have a good knowledge and experience with social media and be able to manage website updates.
Responsibilities
Assist with coordination of up to 50 events per year. The events vary from awareness lectures at Schools or universities, awareness lectures at municipalities involving free glucose screening and serving diabetes friendly food, yearly participation in Beirut Marathon and an annual fundraising Gala Dinner. November is World Diabetes Awareness month and is an especially busy time for the organization, much of the planning will be centered on ensuring media coverage of DiaLeb and its awareness activities during this month and on planning for the fund raising gala dinner.
At least 70% of the coordinator’s time will be focusing on event organizing, liaising with partners for event sponsorship and getting partners engaged in the marketing. The coordinator must be able to anticipate project needs, prioritize work, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends, as events require. The coordinator must also be willing and able to travel around Lebanon for events in different areas.
Marketing: The remaining 30% of your time will be spent with general marketing activities. This will include social media posts, corporate website content and marketing DiaLeb to new potential partners.
Main Job Tasks
Event Planning and Production
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor if needed to meet the quality expectations of the association.
- Conduct research, make site visits, come up with new event ideas, and find resources to help staff make decisions about event possibilities.
- Propose new ideas to improve the event planning and implementation process.
- Serve as liaison between DiaLeb and outside institutions on event-related matters.
- Announce all events in the appropriate media and ensure proper media coverage for events as required.
- Prepare brochures, materials, pins, registration lists, seating cards, etc.
- Ensure that all necessary equipment is available and set up prior to events (registration table, roll up banners…)
- Ensure that the proper audio-visual equipment is available to take pictures and document events.
- Assist with managing on-site production and clean up for events as necessary.
- Prepare press releases, and update the website and social media after the event has taken place.
- Contact partnering agency to get feedback on the event and create a list of improvements and a streamlined process to follow for every event.
Event Administration
- Set the events schedule and ensure liaise with the Volunteer Program Coordinator to ensure the proper volunteers are available for each event.
- Establish contact with the proper partnering agencies for each event and coordinate with them and follow up with guest speakers.
- Assist with preparing budgets and provide periodic progress reports to staff directors for each event project, where necessary.
- Keep track of event finances including check requests, invoicing, and reporting.
- Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
Marketing
- Create a database of contacts for hosting events.
- Contact schools, universities, municipalities and companies to suggest hosting an awareness event with DiaLeb.
- Identify new potential partners, including healthy food and beverage suppliers, dieticians and doctors willing to collaborate with DiaLeb, pharmaceutical companies able to sponsor and partner with DiaLeb, etc…
- Expand opportunities for DiaLeb to reach high risk populations throughout Lebanon.
- Explore sources of funding, sponsorship and donors for DiaLeb.
Qualifications
- Excellent communication skills, including writing, proof-reading skills, and speaking.
- Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
- Excellent interpersonal skills both in person and by phone, with high professionalism.
- Ability to accomplish projects with little supervision.
- Fantastic customer service ethic and high expectations for quality.
- Bachelor’s degree preferred in the public health sector or related field.
- At least 3 years experience with office administrative management.
- At least 1 year experience coordinating special events.
- Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges, email and web searches.
info@dialeb.org
