We are currently recruiting a Marketing Events Coordinator to join our Marketing team! This is a hybrid role with 2-3 days per week spent working from our UK office in Crawley, West Sussex.
The Marketing Events Coordinator will provide support to the Marketing Events Manager to ensure the successful execution of high-quality events across Scope. The role requires developing strong collaborative relationships with key stakeholders, including the Marketing, Operations, and Customer Care teams. The coordinator will play a crucial part in event logistics, execution, and post-event analysis, working in alignment with the overall marketing strategy.
This role will be responsible for managing smaller-scale or routine events, referred to as Tier 3 events, independently. Additionally, the Marketing Events Coordinator will provide assistance to the Marketing Events Manager on larger, high-profile events (Tier 1 and Tier 2) as needed. The role will also involve attending trade shows and conferences to support the smooth execution of these events.
Venue Coordination:
* Book event space and confirming logistics.
* Coordinate with venue staff on setup requirements (tables, chairs, signage, etc.).
Vendor and Supplier Management:
* Organize delivery of promotional materials (brochures, flyers, branded merchandise).
* Coordinate with printing companies for event-specific collateral and monitoring stock levels to ensure adequate supply across all events.
* Oversee material shipments, ensuring timely delivery to the venue.
* Confirm catering or refreshments (if applicable).
Communications:
* Communicate event details to internal attendees, including information on where to collect samples, materials, and pull-up banners as needed.
* Share floor plan details for table top placement and event layout.
Event Logistics:
* Oversee the setup and teardown process for event booths and displays.
* Manage the return shipping of event materials to the office or storage post-event.
* Coordinate internal events, including those held in the Crawley office for the Executive Leadership Team (ELT) or Learning & Development (L&D). Provide emergency event coverage for UK OCC, handling crossover tasks such as travel and accommodation arrangements.
Finance and Budget:
* Track all event-related expenses, including venue fees and marketing materials.
* Collect vendor invoices and prepare payment requests for finance approval.
Post-Event Tasks:
* Gather attendee feedback through satisfaction surveys.
* Update internal records with event outcomes including attendance, feedback and overall costs.
* File and organize event documentation for future reference and analysis.
Qualifications and Experience
* A Bachelor’s degree in Marketing, Event Management, Communications, or a related field is preferred, but equivalent practical experience will also be considered.
* 0-2 years of experience in event planning, marketing, or a similar role. Internships or part-time work related to events or marketing are highly valued.
Knowledge, Skills and Personal Attributes
* Proactive & Can-Do Attitude: A self-starter who takes initiative and approaches tasks with a positive, problem-solving mindset.
* Team Player: Able to collaborate effectively with cross-functional teams and build strong relationships within the organization.
* Organizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
* Detail-Oriented: Strong attention to detail, ensuring all event components are well-coordinated and executed flawlessly.
* Communication Skills: Excellent verbal and written communication skills, capable of clearly articulating information to both internal and external stakeholders.
* Adaptability: Flexible and able to adjust to changes in plans or last-minute event requirements while maintaining composure under pressure.
* Project Management: Competent in managing event timelines, logistics, and deliverables, from planning to post-event analysis.
* Customer-Focused: Attentive to the needs of attendees and stakeholders, ensuring a high-quality event experience.
* Financial Acumen: Ability to manage event budgets, track expenses, and ensure cost-effective solutions.
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