We're looking for an Events and Sponsorship Executive

We're seeking an organised and effective Events and Sponsorship professional with great relationship skills for a 12 month fixed term contract, from July 2016 - July 2017.

If you love Auckland and want to contribute to the central city's vitality and economic success through events and activation, please apply with a CV and cover letter to info@hotcity.co.nz.

Events and Sponsorship Executive

Reports to:
Events and Sponsorship Manager

Purpose of role:
The purpose of the Events and Sponsorship Executive role is to support the Events and Sponsorship Manager with the delivery and implementation of the annual Events and Sponsorship Plan and manage key projects within the plan as well as assisting to achieve key objectives within it.

This includes managing specific events and sponsorships within the events portfolio, completing all permitting and health and safety requirements and logistics work required by Heart of the City to carry out events, contract negotiation and completion (if necessary) content collation and budget management. The role also works with the marketing team on the delivery of event related consumer collateral and campaign activity as required.

These projects will be delivered to a high and professional standard, to deliver positive outcomes for Heart of the City, the brand, the membership and strategic partners. To build positive perceptions and profile for the city centre amongst existing and new audiences, for Aucklanders and drive markets with the aim of increasing visitation and consumer spend, by helping to create a vibrant and exciting city to live, work and visit.

Responsibilities and functions:

• Event Management:
  In collaboration with the Heart of the City Events and Sponsorship Manager, the Events and Sponsorship Executive will be responsible for the planning, development, execution and maintenance of specific events within the event portfolio plus provide a supporting role to the Events and Sponsorship Manager with the remainder of the events portfolio. Including:
  • Developing a plan for each event – in line with the overall event strategy
  • Creating a budget to achieve the event plan – within the confines of the annual event budget
  • Managing that budget and reconciling all costs against a target spend, along with processing invoices for payment on the 20^th of the month and updating budget spreadsheets
  • Maintaining and developing relationships in order to on-board partners, sponsors, suppliers and Heart of the City stake-holders to achieve the event plan
  • Complete all necessary permit applications and health and safety documentation
  • Manage and brief all relevant suppliers, including the completion of Supplier Agreements where necessary, to complete tasks within the event plan. This includes briefing photographers, selecting imagery and managing image and talent usage
  • Manage Heart of the City’s responsibilities around events and contractor engagement in relation to health and safety
  • Drafting (for approval) and disseminating/distributing Heart of the City Business to Business communications in relation to the event 
  • Brief and liaise with Heart of the City’s PR agency to produce an appropriate PR and activation program (if required) to support the event. Supply content and imagery, and co-ordinate with Heart of the City members where required. 
  • Plan and manage timeframes for the effective delivery of the event
  • Provide timely and accurate information for the marketing team on the deliverables related to event sponsorship and manage to ensure obligations are fulfilled. Drive the delivery of collateral and communications for event sponsor leverage in liaison with the Brand manager
  • Support the marketing team with uploading content onto the heartofthecity.co.nz event pages on the website as required
  • Brief and liaise with Heart of the City’s Research Agency - to produce a meaningful research report to measure the impact of each event
  • Complete and produce an appropriate Post Analysis report analysing and reporting on KPIs and campaign results for event sponsors, partners and for internal purposes
  • Provide updates and information as part of the monthly marketing board reports
  • Make presentations to Heart of the City management, Council and any other organisations as required for updates and/or seeking funding and partnerships
  • Keep abreast of developments in the event world including being the ‘eyes and ears’ of Heart of the City, knowing what’s on, what’s new, what’s HOT in relation to events in order to keep up with new ideas and to add value to the planning of events

• Be responsible for Managing Specific Sponsorships within the annual Portfolio plus provide a supporting role to the Events and Sponsorship Manager with the remainder of the sponsorship portfolio. Including:
  • Maintaining and developing relationships with Event organisers
  • Evaluating and responding to sponsorship proposals – with a clear understanding of the event sponsorship criteria and principles 
  • Negotiation and management of sponsorship contracts 
  • Management of the delivery of Sponsorship benefits and payment of sponsorship fees
  • Briefing and liaising with the Heart of the City’s Research Agency - to produce a meaningful research report to measure the impact of each event
  • Analysing and reporting on results

• Be responsible for all event permitting requirements, resource consents and event production requirements. Including:
  • Completing Council permitting documentation – event permits, hazard management, Health and Safety plans. Managing external consultants as required (H&S and Resource Consent)
  • Briefing and liaising with Traffic Management organisations to deliver traffic management plans as required for Heart of the City events
  • Briefing and liaising with suppliers to deliver and install the Heart of the City gates and event brand signage as required for Heart of the City events and sponsored events
  • Production of event related advertising and collateral for sponsored event programs – if required
  • Briefing and managing the production of other event related material e.g. Point of Sale material for campaigns, radio scripts/editorial for media partnerships, signage props, sales presenters for on-boarding etc

• Generally, support the Team at Heart of the City as required with projects and initiatives as the need arises

Skills needed

• Min 3-4 years’ experience
• Marketing, events, PR or relevant Degree
• Excellent organisational skills
• Excellent relationship building skills
• Excellent written, oral and communications skills
• Sound knowledge of social media
• Experienced in running and managing events (particularly in public spaces) – and access to or a good knowledge of a network of event related suppliers, artists, creatives and people who work in the activation space
• Experience with sponsorships and contract negotiations
• Budget setting and management
• Intermediate experience using content management systems (CMS)
• Excellent attention to detail
• Excellent time management skills
• Creativity, flair and great interpersonal skills
• Ideal but not necessary – good knowledge of Auckland CBD and the arts sector.