Min 3 - 5 years Event/ Trade Show Sales Assistant / Co- Ordinator experience
Computer Literate - Strong MS Packages ( Excel and PowerPoint)
Exp in Online CMS System would be advantage
Personal Assistant duties to Sales Manager
Assisting Sales Force with Exhibitions, Trade Shows & Admin Duties
Must be able to travel Nationally
Able to work on weekends and after hours if required
Key Responsibilities:
Sales Support & Exhibitors Customer Service
Assist with contacting and emailing stand enquiries received via Pardot forms (IATF2023)
Assist with issuing of contracts (Manually or on Salesforce for all the shows)
Assist with contract amendment forms, VOT, etc. (for all the shows)
Assist in liaising with and coordinating agents and PR agencies (for all the shows)
Debtors assistance and follow up
Contract signing follow up
Setting up meetings for Sales Manager and Sales Executives
Tracking sales against sales targets
Manage the filing for the Exhibitor contracts, 1 for the Ops Director, 1 to Accounts and 1 for the Master File
Keep a copy of the exhibitor invoice in the sales folder on the share for each exhibitor
Send confirmation letter, first invoice and signed contract to client within 48 hours of receiving contract
Collect 50-word exhibitor profile, logo and contact details for publication on websites
Update Exhibitor databases
Ensure floor plans are updated and checked
Update websites and e-mail exhibitors to advise them of this
Ensure that exhibitors are kept informed of current deadlines, progress and requirements
Update and maintain contract checklist with floorplan, exhibitor list, websites and newsletter recipients daily
Assist Sales Executives in following up on Exhibitor Evaluation Forms
Keep a professional communication channel open at all times with the exhibitors
Processing of exhibitor functions, publicity aids, parking and additional items upon the directive of the General Manager
Forecasting sales
Online CMS System (Salesforce)
Having a full-on understanding on how the CMS system works - training will be provided
Assist in uploading new data into the CMS System where required
Assist team members in updating existing data on the CMS System where required
Assist the GM Marketing and General Manager in exporting data and reports
Sales Collateral
Work in conjunction with GM Marketing and GM to ensure Sales Executives have all the sales collateral that is required.
Assist Sales Manager and Sales Executives with information on the exhibitors signed up for each show and other exhibitor content to be featured in the exhibitor and visitor newsletters
Assist Sales Manager and Sales Executives with any printing and admin requirements
General
Ensure you have the basic information on your departments shows to be able to answer all general s how queries
All e-mails and telephone calls must be replied to on the same day to ensure a professional service
General faxing/scanning/copying
Ensure all documents worked on are saved on the share under the specific folder
Keep your outlook diary up to date with all external and internal meetings
Ensure that your outlook diary is shared with your management.
Ensure the administration of the exhibition us in accordance with the structures set out by the company.
Any problems with Exhibitors / Clients, the Project, or any other complaints made, must be brought to the attention of the PD immediately
Travel may be necessary from time to time
Service & Work Ethic
Provide a friendly and professional service to all visitors, buyers and exhibitors you come in contact with
Provide general support to your entire team
Punctuality for work and appointments with clients is considered professional courtesy and must be conducted at all times
Always show an interest in what the client requires, as well as that of fellow team players
Keep abreast of developments and share news, developments and insights with fellow team members.
Red flag problem areas proactively rather than reactively - pre-empt challenges rather than leaving to a point where this will impact delivery to the client or place undue stress on team members
Show a positive, upbeat front, keep cool and show a consistent character especially under high stress periods
Strive to over deliver in every area of the portfolio, year on year. Look at innovative ways to improve process, implement systems and deliver on quality and professionalism.
Look at innovative ways to improve process, implement systems and deliver on quality and professionalism
You will be requested to work additional hours from time to time to fulfil deadlines for the exhibitions your department is responsible for
You may also be expected to be at the actual exhibitions for the full duration of the shows in order to offer an onsite service to exhibitors, buyers and back up the project team.
You are to provide full support to the PD, Sales Manager, Sales Executives, GM Marketing and General Manager and to perform any other duties and responsibilities as deemed necessary by CLIENT Africa to fulfil the role of Sales Assistant.
Provide support with events during and after hours / weekends
Assisting the department with daily activities consultant / event enquiries and monthly reports.
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