Claire Petersen

Key Responsibilities

Responsible for the full end-to-end management of events, including:

Event design

• Develop events programmes that deliver against business objectives
• Help navigate the return to in-person events, designing programmes that use physical and virtual events to best effect

• Up to date with best practice across virtual events platforms and innovations, venues, restaurants, destination management companies, keynote speakers, activities, experiences and entertainment

Planning and budget management

• Implementation of full event management process through concept, planning, delivery and post-event analysis of client and staff events.

• Detailed budget planning, tracking, cost negotiation, reconciliation and invoice processing
• Adhering to internal policies, working with legal, procurement, compliance, health and safety, and marketing operations functions to ensure that all risk assessments, permissions and contracts are completed to company standard

Internal client and stakeholder management

• Liaising with key internal business stakeholders throughout the event process
• Close collaboration with Marketing colleagues to deliver events as part of multi-channel campaigns
• Ability to work effectively solo and as part of a wider team, depending on the size and complexity of the project

Communications, branding and insights

• Management of all event communications, including the invitation process and guest list management using online systems and software (DotDigital, CRM Dynamics, Huddle, conference planning tool)
• Developing online surveys to gauge client and staff experience post-event, as well as attendance analysis and reporting
• Working with the brand team to ensure all event branding and communications align with set guidelines

Logistics and delivery

• Fully familiar with virtual platforms including MS Teams and Live, Webex Meetings and Events. Experience with ON24
• Venue research, site inspections, comprehensive venue proposals to internal clients
• Responsible for all relevant supplier and agency briefings, including cost negotiation, and developing new and enhancing existing supplier and agency relationships

• Maintain diaries for Partners, scheduling internal and external meetings, conference calls, video conferences, communicating with clients and infrastructure staff as appropriate
• Coordinate travel and accommodation, book cars, rail tickets
• Prepare letters, proposals and other documents
• Prepare monthly timesheets and expense reports for each assigned Partner and Principal
• Assist with greeting clients, booking and setting up meeting rooms and organizing catering
• Assist in organization of Partner files and offices
• Assist the Marketing Department with the coordination of customized mailings
• Understand Partner’s key client and sales goals and support them by:
• Maintain list of contacts and business activities in address book and CRM database
• Track and maintain sales activity/pipeline (e.g
• Who we have called upon, how far the discussions have progressed, what we have promised by when, and follow-up with Partners as necessary)
• Proactively spot clients that haven't been called upon and/or who need follow-up; arrange meetings accordingly
• Coordinate travel efficiently by grouping client meetings where possible
• Develop excellent rapport with client assistants to further develop the client relationship
• Processed travel expenses and reimbursements for executive team and senior management group.
• Screened calls and emails and initiated actions to respond or direct messages for managers.
• Handled confidential and sensitive information with discretion and tact.
• Updated spreadsheets and created presentations to support executives and boost team productivity.
• Used advanced software to prepare documents, reports, and presentations.
• Facilitated training and onboarding for incoming office staff.
• Coordinated events and worked on ad hoc projects.
• Execute requested follow-up calls for client mailings
• Provide coverage for EAs when out of the office to ensure seamless support to Partners
• Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team.

• Managing 3 ED calendars including setting up of appointments
• Onboarding and off boarding staff & Vendors
• Screening managers calls and attending to all visitors
• Paying corporate cards timeously to avoid late payment penalties / Concur
• Accurately prepare necessary packs/documentation for meetings and distribute
• Assisting team members from other branches while in Johannesburg with airport transfers; hotel transfers; meeting requests; desk space; IT assistance
• Arranging client lunch meetings including sending electronic invitations, tracking acceptances, arranging venue, catering (with special requests) and parking
• BMS - BEE management / score card
• LORC monthly presentations
• Reverse KYC
• Creating Roadshow Schedules / Events for a team of 10 Research Analysts
• Arranging local and international travel bookings including VISA’s; Foreign currency and other required documentation
• Manage all aspects of event planning meeting strict deadlines and high budget demands
• Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges
• Establish standard procedures and train staff to execute them [EA Team]
• Comply with legal, insurance, health and safety regulations
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Facilitated training and onboarding for incoming office staff.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials
• Troubleshoot and handle any issues that arise on the event day

• Coordinate details of events such as conferences, Exhibitions, Golf Days, New Product Launches; Team Buildings, Seminars, Appreciation Events
• Solicited feedback from clients to assess event success and uncover opportunities for improvement.
• Coordinated florists, photographers, and musicians for events.
• Nurtured and built relationships with vendors, venues and industry contacts to obtain best pricing and services for events.
• Prepared invitations to send out to guest lists.
• Searched and negotiated suitable venues per setup requirements and budget constraints.
• Plan event from start to finish according to requirements, target audience and objectives
• Come up with suggestions to enhance the event’s success
• Prepare budgets and ensure adherence
• Source and negotiate with vendors and suppliers
• Be in charge of hiring personnel
• Coordinate all operations and payments of suppliers and maintaining client relationships
• Lead promotional activities for the event
• Manage supply of corporate branding items ( branded T shirts, Branded
• Stationary )
• Approve all aspects before the day of the event
• Ensure event is completed smoothly and step up to resolve any problems that might occur
• Analyze the event’s success and prepare reports
• Give final approval for items for all vendors
• Business Development, Proposals and Client Retention
• Health and Safety Management
• Financial Management – Budgets
• Hired and cross-trained staff members for various event-specific functions and assessed employees' understanding of associated processes and procedures.

• Logistical organisation and project management of conferences and events
• Responsible for the pre-planning, coordination and management, and wrap- up of allocated events (conception to completion)
• Keeping the events calendar up to date
• Maintaining a comprehensive, categorized invitee database and function statistics
• Liaising and negotiating with external conference organizers (for booking and management of venues) and any other third party suppliers
• Sending out invitations and coordinating RSVPs
• Setting up and manning the registration table
• Sourcing of décor, equipment, program material, i.e
• Speakers, team building and entertainment, stationery, promotional items etc
• Ensuring that the venue is set up appropriately
• Liaising with and advising senior management and other key people on matters requiring their attention, and implementing the decisions made
• Assist with the coordination, management and hosting of the firm’s corporate hospitality suite
• Compiling and managing budgets (i.e
• Making sure that all events are undertaken within the budget provided)
• Packing conference and event packs, wrapping/packaging gifts and parcels, preparing name tags, putting up, taking down and transporting banners
• Be able to communicate to all levels in the organization
• Manage promotional campaigns related to trade shows and events o Management of social media platforms and content
• Negotiate event discounts/advantages on behalf of the company; identify cost-savings
• Manage show/event vendor relationships with hotels, convention centers, exhibit houses
• Assure that event presence supports the overall Marketing strategy and goals.

• Events Project Management and maintaining client relationships
• Advertising Events
• Event conceptualization, planning, and implementation
• Preparation & compilation of budgets
• Briefing suppliers on event specifications/requirements
• Management of supplier’s onsite & ensuring that service levels are met according to SLA’s
• Ensuring that invoices & payments are processed for suppliers & creating cash flow plans (per event) for payments to suppliers
• Guest Management
• Page 5 of 7
• Sourcing of venues, booking of venues, payments, contract completions with venues, briefing venues on event requirements, and payments to venues
• Compiling presentations/proposals for an event for clients’ approval
• Presentations of proposals to clients
• Liaising and briefing department with regard to booking flights, car hire and other transfers for events as per clients/guest requirements
• Financial Management (including generating of purchase orders, management of budget, petty cash recons, generating credit card recons, following up on deposit & final invoices from clients)
• Management of the Recon process
• Compilation of the following reports for each event: Operations reports
• Obtaining feedback from guests, suppliers & clients for each event in the form of a guest satisfaction survey, supplier satisfaction survey & client satisfaction index
• Selling sponsorship/stand/exhibition space to potential exhibitors/partners
• Business Development – Cross Selling to existing client - Present to new clients

• Liaise with Presenter regarding:
• Advertising Events o Availability o Travel & Accommodation o Equipment needs
• Registration (paying Events) o Capture Registrations o Generate an invoice for each booking o Email invoice of each booking o Email cancellations or postponement notifications
• RSVP/ Bookings
• Receive telephonic and written RSVP and o Capture delegates on database o Follow up on RSVPs of guest who have not replied o Send out cutoff date messages for events
• Event Material and documentation o Pack all items on event check list (banners) o name tags Page 6 of 7 o placement cards
• At the event o Secure volunteers to assist event o Make sure all arrangements are in order with the venue on a service point of view o Gauteng Events Responsible for setup on venue Responsible for the registration
• Post event administration o Record all walkin’s, & payments Prepare invoices o Keep record of no shows
• Marketing events
• Preparation and distribution of all marketing material
• O Marketing Material o Ensure that all photos and information is ready for the monthly regional magazine
• General
• Travel arrangements
• Accommodation arrangements
• Deal with telephonic and email queries from members, delegates & supplies
• Customer Services
• Treat members and other customers with a professional approach.

Marketing, and Related Support Services