Kemp House, Chawley Park, Oxford OX2 9PH
Reporting to: Head of Marketing
Job summary: To support the growth of the organisation by taking the lead on planning, promoting, and ensuring the smooth running of events across all our subsidiaries.
JOB SUMMARY
To support the growth of the organisation we are looking for a talented Event Coordinator to take the lead on planning, promoting, and ensuring the smooth running of events across all our subsidiaries. Notably, two bi-annual Hellios conferences and managing our attendance at two/three small annual tradeshows. Our ideal candidate will be a lover of organising, to-do lists and problem solving under pressure. You will be part of a small but growing team, therefore a can-do, roll your sleeves up and get stuck in mentality will be vital.
KEY RESPONSIBILITIES
1. Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets)
2. Research venues, suppliers, and contractors, and negotiate prices
3. Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel)
4. Manage all pre-event planning, organising guest speakers and delegate packs
5. Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget
6. Organise facilities for car parking, traffic control, security, first aid, hospitality and the media
7. Make sure that insurance, legal, health and safety obligations are followed
8. Oversee the dismantling and removal of events and clear the venue efficiently
9. Produce post-event evaluation to inform future events
SKILLS AND QUALIFICATIONS
Knowledge and Experience
1. Proven conference event management experience, ideally internationally
2. Organisational skills and attention to detail
3. Communication and interpersonal skills
4. Negotiation skills when looking for the best price from venues, suppliers, and contractors
5. Time-management skills and the ability to work under pressure to ensure the efficient running of an event
6. Problem-solving skills and diplomacy
7. The ability to manage budgets
8. Administrative and IT skills
9. Self-motivation and enthusiasm
Education: Degree or HND in event management, hotel or catering management, leisure and tourism, marketing, or business (or equivalent) desirable
Benefits include:
1. 25 days holiday per annum.
2. Company pension scheme
3. Good career prospects with a fast-growing business
4. Blended working with remote working a few days a week possible
5. Travel within the UK (and Europe) will be required to support on the delivery of events
FURTHER INFORMATION
The ethos of Hellios and each of our employees is to provide the highest quality service and technology based on long term sustainable relationships with our buyer and supplier customers.
To find out more about Hellios and the core values that underpin the culture of our people, partners, and the way we work with our customers please visit our website at http://www.hellios.com
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