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Events Executive

3 months ago

Dorking, United Kingdom Mistral Recruitment Ltd Full time

EVENTS EXECUTIVE

Location: Dorking.

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 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 and other appropriate colleagues.
  2. To manage communication with all levels of staff, clients and suppliers, ensuring maximum support, understanding and participation.
  3. Support within the Events Department
  4. Company procedures.

Take ownership of the events that fall under your jurisdiction and ensure the smooth and efficient organisation of these events/exhibitions. With support and guidance from the Events Director/Events Manager.

Awards

  1. Working with the appropriate personnel, ensure all events logistic requirements are agreed at start of process.
  2. Download all entries and share with appropriate personnel.
  3. Prepare entries for voting, if appropriate.
  4. Deliver on all agreed events logistics, working closely with required personnel.
  5. Ensure attendance at all necessary events days, ensuring jobs are covered and managing any personnel if required.
  6. Liaise with finalists to confirm their details and gather images.
  7. Share results information and images with AV company.
  8. Write script and gain final sign off from appropriate personnel.
  9. Venue liaison across all events.
  10. Host liaison if required.
  11. To effectively liaise with all companies entering and booking tickets at the awards, ensuring that all queries are dealt with in an efficient manner and correspondence sent out in a timely manner.
  12. Manage the guest list system (if appropriate), ensuring that all table hosts are followed-up regularly until deadline to ensure as complete a guest list as possible.
  13. Working with colleagues to ensure they are aware of all event elements that need to be taken to venue on events day and appropriate set-up.
  14. Remind all attendees about dietary requirements by sending out regular emails.
  15. Liaising with appropriate personnel, set-out table plans for events (if appropriate). Ensuring that sponsors, finalists and attendees are allocated appropriately and accurately.
  16. Arrange photographer.
  17. Produce first draft of show script (if appropriate) with details of sponsors, finalists, winners and names of collectors of awards. Get signed off by appropriate personnel.
  18. Send trophy artwork to relevant trophy company, have proofs signed off by appropriate personnel. Arrange delivery in good time for the awards and check. If appropriate, dispatch on the day of the virtual event.
  19. Ensure all guests receive their tickets, confirmation and all event details in a timely manner.
  20. Assist with set-up and break down of all events. Ensuring all materials are ready, collected and delivered on time.

Exhibitions

Working on one exhibition a year. Full details of requirements will be outlined separately. You should allow for a full week working off-site from set-up to close.

To manage communication with all levels of staff, clients and suppliers, ensuring maximum support, understanding and participation.

  1. Provide support within the Events Department, as necessary.
  2. Deal with all appropriate staff on the requirements to move your events forward.
  3. Liaise with all levels of clients/attendees/exhibitors to ensure they receive all necessary and appropriate information in a timely and efficient manner
  4. Deal with appropriate suppliers to ensure the smooth running of all events/exhibitions.
  5. Support within the Events Department

From time to time you may be required to:

  1. Attend and assist judging days for projects managed 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

Effective time management to ensure that all aspects of job are carried out to best of ability.

Some aspects of job role are dependent on ensuring that other members of staff fulfil their roles on time, e.g. allocating table positions.

Ability to juggle and prioritise.

Knowledge, Skills and Experience Required

  1. Accurate typing skills and knowledge of many different PC systems, such as Word, Excel etc.
  2. Confident telephone manner.
  3. Ability to be organised.
  4. Event Management experience.
  5. Ability to communicate effectively and accurately across all channels, eg, phone, email, social media.

Behavioural Competencies

Ability to communicate effectively and confidently across all levels, both internally and externally.

Confidentiality

Tact and diplomacy