Assistant Manager, Retail Festivals & Events

JOB OBJECTIVE:

The Assistant Manager of Retail Festivals & Events is responsible for supporting the planning and execution of Dubai Shopping Festival (DSF), ensuring strategic alignment with the DFRE and DET's goals. This role involves managing budgets, coordinating with stakeholders, and enhancing event experiences. Key duties include overseeing event logistics, ensuring compliance with regulations, and implementing innovative and creative event strategies. The Assistant Manager will also maintain event documentation and manage stakeholder relationships throughout the DSF lifecycle.

KEY ACCOUNTABILITIES:

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 5 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.