Guests Visit and Events Specialist


Guests Visit and Events Specialist


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.

Please send your CV by March 6 to e-mail include “Guests Visit and Events Specialist” in the subject line  ([email protected]).

Elanın bitmə tarixi: 27.03.2023