Position: Conference & Events Manager
Location: Oxford
Salary: 33,000 circa per annum
Planet Recruitment has registered an exciting new permanent opportunity in the city centre of Oxford for a Conference & Events Manager.
The working hours for this role will be 36.25 hours per week, which will involve working some weekends during the conference season.
Main Responsibilities:
* Planning multiple events throughout the year over two venues.
* Be the first point of contact for all enquiries over phone or email (conference, events, meeting bookings), handling these enquiries promptly and professionally, ensuring accuracy and attention to detail.
* Creating event proposals that fit client requirements and presenting proposals within tight timelines.
* Overseeing large event planning and execution, ensuring seamless coordination and delivery.
* Manage client site visits.
* Create contracts for clients detailing specific requirements for events.
* Developing an understanding of the client's objectives and ensuring event delivery is aligned.
* Produce and maintain a timeline for each event ensuring that the onsite events run accordingly with setup changeovers in mind.
* Generate deposit invoices for events for payment before clients arrive.
* Organise 1 to 1 meetings with clients in the run-up to events to prepare final details.
* Obtain final numbers by the required deadline and notify all departments.
* Collect wine and menu choices along with any dietary requirements in a timely manner for departments to order supplies and organise staff rotas.
* Maintain a working relationship with internal and external vendors/suppliers. Coordinate any outside vendors/entertainment, including catering, photographers, music, performers, guest speakers, etc.
* Build strong relationships with organisers and encourage regular visits to the College.
* Communicate with the internal team on room setup, catering, cleaning, and AV requirements.
* Use initiative and think outside the box constantly to improve the client event journey.
* Oversee events on the day, including problem-solving, welcoming guests, directing event setup, communicating with staff, and organising external vendors.
* Meet and greet clients upon arrival, ensuring all meeting spaces are in order before their arrival.
* Take on feedback and client concerns, adjusting accordingly.
* Close off an account with a final meeting with the organiser, following up on any comments or improvements with Domestic Teams.
* Evaluate event outcomes and implement improvements for future events.
* Provide accurate feedback on client experience and events, as well as support to other team members where necessary.
* Keep forecasts up to date for Head of Sales reporting.
* Help grow the social media channels and engage with social media audiences regularly, informing them of news and events in the College.
Experience / Qualifications:
* Experience in event management, including initial proposal writing, selling of the venue and its products, planning, delivery, and evaluation for online, in-person, and hybrid events.
* Experience in a customer-facing role, managing a wide range of enquiries, particularly by telephone and email.
* Ability to nurture good relationships with clients and suppliers, with excellent interpersonal skills to communicate clearly and confidently with a wide range of individuals, including high-profile VIPs.
* Proven ability to organise own workload effectively: managing deadlines which are frequently tight and producing accurate, detailed work.
* Excellent eye for detail, with strong organisational, time management, and interpersonal skills.
* Able to work to tight and varying deadlines.
* Self-motivated with a proactive approach.
* Ability to work both independently and as part of a small team.
* Ability to prioritise workload and has effective coping strategies.
* Team player who is proactive and energetic, keen to make things happen.
* Flexible and willing to contribute by helping others.
* Working knowledge and experience of MS Office applications, email, and the Internet.
* Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility.
Commutable Locations:
Oxford, Botley, Abingdon, Didcot, Banbury, Bicester, Cowley, Headington, Wantage.
Planet Recruitment acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Planet Recruitment is an Equal Opportunities Employer.
By applying for this role, your details will be submitted to Planet Recruitment. Our Candidate Privacy Information Statement explains how we will use your information.
Only candidates with the relevant skills and experience will be contacted after application. If you do not hear back from us within 7 days, you have unfortunately been unsuccessful in your application.
Please note that no terminology in this advert is intended to discriminate based on a person's gender, marital status, race, religion, colour, age, disability, or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications, and abilities to perform the duties of the position.
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