Senior Events and Conference Officer

2 weeks ago

London, United Kingdom Women's Aid Federation England Full time

Job description

**JOB DESCRIPTION**: Senior Events and Conference Officer

Reports to: Head of External Affairs

Member of: The External Affairs team

Location: Remote (UK based) / Bristol / London *Role will require travel to London

**Salary**: £34,200 per year

Length of contract: 37 Hours per week, permanent
- Please note that we do not invite enquiries from recruitment agencies._

**Main Purpose of Post**

This role will develop and maintain sustainable income generation through key strategic events and activities. This is an exciting time for the organisation as we enter our 50th birthday year in 2024 and is a crucial time to showcase the expertise and leadership of Women’s Aid’s and its member services.

**DUTIES AND KEY RESPONSIBILITIES**

**EVENTS PROGRAM DEVELOPMENT & DELIVERY**
- Input into the strategic planning and development of event planning to sit within the organisation’s core business objectives.
- To develop and deliver an annual event plan in line with the departmental business plan and organisational plan to support the organisation deliver its Income Generation Strategy.
- To manage an ongoing programme of events activity to increase income through new and existing events.
- To lead on logístical coordination and stakeholder management of key external and internal Women’s Aid events.
- Project management of events, and budget management to ensure each event is run with a full cost recovery model in place budgets.
- To keep under review all relevant systems for the events function, e.g. marketing lists, delegate lists, feedback capture and budget management.
- To work with relevant senior staff and other relevant external organisations to maximise all opportunities for income generation and influencing through event activities.
- To develop, implement and evaluate specific events projects as required and with support of wider teams.
- To contribute to the production of events resources for new events in consultation with Head of External Affairs.
- To comply with Women’s Aid’s VAT requirements in all income generation activities
- To comply with all relevant aspects of the Data Protection Act when capturing information on individuals attending or speaking at events.
- To lead in in negotiation of events packages in line with pre-agreed events budgets.
- To assist in drafting and negotiating events contracts, where required, in consultation with the Head of External Affairs and the relevant member of the Executive Leadership Team.
- To work closely with the Business Development and Fundraising teams to explore and secure fundraising/sponsorship support for new events and new related activities, in liaison with the Head of External Affairs.
- Contributing to the development and management of relationships with a diverse range of stakeholders including corporate partners, government officials, charity membership, charity supporters, volunteers, and domestic abuse and violence against women and girls' experts
- The design, update and implementation of event flows and staff rotas.
- The writing and monitoring of event risk assessments and safety planning.

**SPECIAL EVENTS/FUNDRAISING EVENTS**
- To assist the Business Development and Fundraising team with activities relating to Women’s Aid special events, such as gala dinners and key conferences, ensuring that opportunities to maximise income are explored, in consultation with the Head of External Affairs.

**GENERAL RESPONSIBILITIES**
- To contribute to team meeting and organisational priorities, to prepare and participate in supervision and appraisal meetings.
- To take direction on projects and priorities from your line manager, which may vary from time to time.
- To utilise our stakeholder management system and carry out administrative tasks necessary to comply with the job description.
- To maintain clear and adequate records of completed work, and to produce reports on work programmes and activities as requested by management.
- To abide by organisational policies, code of conduct and practice, and to work within a framework of equal opportunities and anti-discriminatory practice.
- To be flexible within the broad remit of the post.
- To be able to occasionally travel within England and work occasional unsociable hours are also required.

**Person Specification**

**Experience: Essential**
- Experience of delivering quality events that generate income with high profile individuals, including multi-day event and events with 150+ attendees. Proven experience of setting up successful projects/events from concept through to delivery.
- Experience of maintaining general office administrative and information systems.
- Experience of undertaking stakeholder management with a wide range of stakeholders, for example Ministers, CEOs and spokespeople, organisations, suppliers and service providers.
- Experience of developing and maintaining systems for information storage and retrieval, diary systems, systems for messaging etc.

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