Event Manager

The Event Manager is responsible for planning, coordinating, and executing travel and event contracting requirements for the NSD-S Hub at NATO Joint Force Command Naples. This role manages all event-related administration, budgeting, contracting, and logistics to ensure successful event delivery within budget and compliance with NATO regulations.

Responsibilities

• Develop event planning, design and production while managing all project delivery elements within established time limits.
• Manage multiple events and activities simultaneously.
• Liaise with clients to understand event briefs and objectives for events.
• Take end-to-end ownership of the event planning and management process.
• Ensure that all events are planned and executed within the agreed budget.
• Find and book suitable event venues, contractors and suppliers.
• Ensure strict legal compliance across all events.
• Attend events and manage the events and requirements on-site.
• Manage and liaise with stakeholders to identify their needs and ensure fulfilment in accordance with NATO’s directives and regulations in a timely manner.
• Conduct market research, gather information and gather best offers prior to closing any deal.
• Assist project leaders and OPRs in developing state of requirements in accordance with NATO Financial regulations, rules and procedures.
• Act as the COTR for the Hub.
• Assist and advise project leaders and OPRs in the development of the event-related aspects of projects.
• Propose and submit new event-related processes and practices tailored to the Hub in support of its activities when needed.
• Propose ideas to improve existing services and event quality to facilitate contracting and budgeting with external organizations.
• Organize facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special visitor/panellist requirements, equipment, read-ahead packages, etc.
• Manage and coordinate arrangements for billeting, transportation and logistical support for NSD-S Hub guests and partners.
• Manage and oversee the Hub credit card activities in a timely manner.
• Ensure compliance with insurance, legal, health, administrative procedures and safety obligations.
• Support the Executive Officer in planning, monitoring and execution of the budget.
• Submit budget estimates and required supporting information as required.

Requirements

• Higher Secondary education and completed higher vocational training in accounting, finance, management, business administration, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.
• At least 3 years of experience in the events industry, ideally as an event planner or manager.
• Experience planning or leading successful and profitable events within given budget, in line with insurance and legal compliance, health, administrative procedures and safety obligations.
• Responsible for managing and co-ordinating arrangements for billeting, transportation and logistical support for NSD-S Hub guests and partners.
• Experience managing and overseeing functional area’s credit card activities in a timely manner.
• Experience in negotiating deals with suppliers and contractors.
• English language proficiency at SLP 3333 (Listening, Speaking, Reading and Writing).
• Desirable: Broad military background, including previous major staff experience in a joint or combined staff in a large, HQ, Joint Command, NATO HQ or MOD.
• Desirable: Working knowledge of NATO Financial Regulations, Rules and Procedures.
• Desirable: Expert in Local National Standard Language (Italian) to deal with local Hotels, Restaurants, etc., would be a plus.

Skills

• Event Planning
• Event Management
• Budget Management
• Contract Negotiation
• Logistics Coordination
• Travel Coordination
• Supplier Management
• Credit Card Management
• Legal Compliance
• Health and Safety Compliance
• Administrative Procedures
• Financial Regulations Knowledge
• Procurement Management
• Vendor Relations Management
• Insurance Compliance

Languages

English