EVENTS EXECUTIVE
Location: Leatherhead.
Salary: £25000
This is a rare opportunity to join a Commercial Events Department (not working in the hotel/hospitality sector). Hybrid working + occasional UK and European travel to events.
This could suit someone with limited experience with the right attitude and personality or someone who has worked in a similar role and is looking for a step up.
Key Responsibilities Areas
1. Take ownership of the events and exhibitions that fall under your jurisdiction and ensure the smooth and efficient organisation of these events/competitions with support and guidance from the Events Director/Events Manager.
2. Manage communication with all levels of staff, clients, and suppliers, ensuring maximum support, understanding and participation.
3. Ensure all events logistics requirements are agreed at the start of the process.
4. Download all entries and share with appropriate personnel.
5. Prepare entries for voting, if appropriate.
6. Deliver on all agreed events logistics, working closely with required personnel.
7. Ensure attendance at all necessary event days, managing any personnel if required.
8. Liaise with finalists to confirm their details and gather images.
9. Share results information and images with AV company.
10. Write script and gain final sign off from appropriate personnel.
11. Venue liaison across all events.
12. Host liaison if required.
13. Liaise with companies entering and booking tickets at the awards, ensuring all queries are dealt with efficiently.
14. Manage the guest list system, ensuring that all table hosts are followed up regularly until the deadline.
15. Coordinate with colleagues to ensure they are aware of all event elements that need to be taken to the venue on event day.
16. Remind all attendees about dietary requirements by sending out regular emails.
17. Set out table plans for events, ensuring sponsors, finalists, and attendees are allocated appropriately.
18. Arrange photographer.
19. Produce first draft of show script with details of sponsors, finalists, winners, and names of collectors of awards.
20. Send trophy artwork to relevant trophy company and have proofs signed off by appropriate personnel.
21. Arrange delivery in good time for the awards and check, dispatching on the day of the virtual event if appropriate.
22. Ensure all guests receive their tickets, confirmation, and all event details in a timely manner.
23. Assist with set-up and breakdown of all events, ensuring all materials are ready, collected, and delivered on time.
24. Work on one exhibition a year, allowing for a full week working off-site from setup to close.
25. Provide support within the Events Department as necessary.
26. Deal with all appropriate staff on the requirements to move your events forward.
27. Liaise with all levels of clients/attendees/exhibitors to ensure they receive all necessary information in a timely manner.
28. Deal with appropriate suppliers to ensure the smooth running of all events/exhibitions.
From time to time you may be required to:
1. Attend and assist judging days for projects managed by other members of the team.
2. Attend and assist with other projects managed by other members of the events team.
3. Support any team members as required.
In conjunction with other members of the Events Department
1. Deal with general phone calls, ensuring all messages are passed on swiftly and are clear, accurate, and understood.
2. Deal with suppliers as allocated.
3. Provide cover when other members of the Events team are absent.
4. Handle post on allocated days.
Company Procedures
1. Adhere to all Company policies, procedures, and protocols.
2. Protect the Company’s interests at all times.
3. Address all complaints as a matter of urgency.
4. Embrace new technologies and constantly review operating procedures to identify best practice outcomes.
Major Challenges of the Job
1. Effective time management to ensure that all aspects of the job are carried out to the best of ability.
2. Some aspects of the job role are dependent on ensuring that other members of staff fulfill their roles on time.
3. Ability to juggle and prioritize.
Knowledge, Skills, and Experience Required
1. Accurate typing skills and knowledge of various PC systems, such as Word, Excel, etc.
2. Confident telephone manner.
3. Ability to be organized.
4. Event Management experience.
5. Ability to communicate effectively and accurately across all channels, e.g., phone, email, social media.
Behavioural Competencies
1. Ability to communicate effectively and confidently across all levels, both internally and externally.
2. Confidentiality.
3. Tact and diplomacy.
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