Assistant Manager, Retail Festivals & Events

Job Objective

**Core Functional Responsibilities & Subject Matter Expertise**

• Assist in the development and management of DSF event plans, including the allocation of resources, budgeting, and adherence to timelines linked to project milestones.
• Support the Festival Strategy and Planning team in the creation of event budgets, implementing financial management controls, and establishing metrics for measuring spending and performance during DSF.
• Aid in coordinating with team members to integrate DSF events into the DFRE calendar to anticipate and resolve any planning or execution issues
• Support in classifying DSF events based on scope, attendance, audience profiles, duration, location, budget, and resource requirements.
• Assist in the preparation and distribution of communications to the Event Marketing team to facilitate the development of targeted marketing strategies for DSF.
• Contribute to the creation of project one-pagers, defining budgets, objectives, and content elements, and providing examples from the industry or benchmarks from similar festivals.
• Collaborate with the procurement team on drafting RFPs/RFIs, managing supplier selection, and overseeing contract processes. Maintain relationships with agencies post-award.
• Manage on-ground event/project delivery, coordinating with all relevant internal and external stakeholders.
• Maintain strong relationships with internal and external stakeholders, including vendors, sponsors, and government authorities, to ensure smooth DSF execution and alignment with Dubai Economic and Tourism Department's (DET) strategic goals.
• Serve as the primary point of contact for DSF stakeholders, managing queries, resolving issues, and ensuring stakeholder satisfaction throughout the event lifecycle.
• Proactively identify and implement innovative solutions and trends in event management to enhance attendee experiences and operational efficiency for DSF.
• Suggest and integrate creative content elements and activations to keep DSF engaging and aligned with global event management best practices.
• Ensure DSF compliance with all DET policies, industry regulations, and legal requirements, particularly in procurement and contract management.
• Collaborate with team members to develop and manage risk mitigation and contingency plans for DSF, addressing potential issues such as delays, budget overruns, or other unforeseen challenges.
• Coordinate with the Health, Safety, and Environment (HSE) team to ensure robust safety protocols are in place and adhered to during all events.
• Maintain comprehensive records of all DSF-related documentation, including contracts, budgets, and communications, to ensure readiness for audits and future reference.
• Prepare detailed DSF performance reports, offering insights into challenges faced and recommendations for continuous improvement.
• Support the analysis of satisfaction reports and feedback from retailers, malls, and partners to identify and address areas for improvement in future editions of DSF.
• Maintain up-to-date knowledge of local laws and international standards relevant to large-scale public and private events.

Qualifications

• ****Qualifications & Experience:****
• Bachelor’s Degree in Event Management, Business Administration, Marketing, Hospitality, or related fields.
• Professional certifications such as the Project Management Professional (PMP); are advantageous.
• Minimum of 4 years of experience in event management, with a focus on retail and large-scale public events.
• Proven track record of successful management and execution of large-scale festivals or retail events, preferably in a similar market or industry.
• Experience in budget management and resource allocation to meet strategic objectives.
• Strong experience in stakeholder management, including working with government bodies, sponsors, vendors, and partners.
• Experience drafting and managing RFPs/RFIs, and overseeing contract processes with suppliers and agencies.
• Proven ability to manage multiple projects simultaneously under tight deadlines.
• Experience with compliance and safety protocols in event management.

**Key Skills & Capabilities:**

• Ability to support and coordinate event planning efforts, ensuring that all elements align with the strategic objectives and timelines.
• Capability to assist in budget preparation and tracking, ensuring financial efficiency throughout the event lifecycle.
• Skills in maintaining productive relationships with vendors, sponsors, and government entities to facilitate smooth event operations.
• Strong communication skills to effectively liaise with and provide updates to various stakeholders, including team members and external partners.
• Understanding of marketing strategies to assist in the promotion of the event and engagement with target audiences.
• Ability to contribute to marketing content and communication materials, ensuring they are compelling and on-brand.
• Proficiency in collecting and analyzing event data to support decision-making and report on event success.
• Aptitude for identifying and addressing issues promptly, providing support in contingency planning and risk management.
• Familiarity with digital tools and event management software to assist in the efficient organization and execution of events.
• Knowledge of local regulations and compliance requirements, assisting in ensuring that all event activities are conducted legally and safely.
• Ability to support and lead smaller teams or subcommittees as part of the event’s broader organizational structure.
• Skilled in working collaboratively across various departments to ensure cohesive event planning and execution.
• Capacity to adapt solutions in real-time to address challenges that arise during event planning and execution.
• Sensitivity to the multicultural nuances of Dubai, ensuring that event content and activities resonate with a diverse audience.

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