Event Co-ordinator

7 months ago

London, United Kingdom Delinian Full time

**Job Advert**:
**JOB TITLE**: Event Co-ordinator
**BRAND**: Legal Media Group
**REPORTS TO**: Operations Manager / Head of Awards & Events Operations
**DEPARTMENT**: Operations
**LOCATIONS**: London

ABOUT THE COMPANY
Our Legal Media business serves professionals across the financial and professional services sector, covering markets such as legal and banking sectors. We are a highly diversified business with services that support clients' market intelligence, business development, and workflow solutions. Under the parent company known as Delinian, we have over 1,000 colleagues located mainly within three hubs (London, New York, Hong Kong) and customers in over 150 countries. Our research department publishes market-leading information online for in-house counsel, external practitioners and industry leaders in core practice areas including international tax, international financial law, intellectual property and life sciences, and litigation/arbitration.

**We pride ourselves on our P.A.C.E. culture**: proactive, agile, customer-focused, entrepreneurial, which enables knowledgeable professionals to do their best work. We also believe in autonomy, accountability, passion, and a sense of humor.

THE OPPORTUNITY
Our business is transforming as we seek to retain the relevance our brands have within the markets they serve, while also taking advantage of our scale to deliver better results for our customers. This means laser focus on responding to our client's needs for specialism, while also building common tools and functions that allow us to meet customer's needs better.

JOB PURPOSE

The Operations Coordinator will be responsible for the logístical organisation of smaller events on their own, or work on global flagships as part of a core delivery team. The events will cover a range of locations, cultures, platforms and formats.

PRINCIPAL ACCOUNTABILITIES
- End to end operational management of allocated events including full budget control
- Source, negotiate with and contract all suppliers and venues, and handle the payment of invoices
- Event planning and delivery - AV, Signage, F&B, Staging, Creative, Travel, onsite materials, event guides, delegate packs
- Client liaison - Sponsors, Delegates, VIPs, Speakers
- Internal team liaison and collaboration; Production, Sales, Marketing, Finance
- Lead and deliver events on site
- Keeping IT Systems and event reporting up to date
- Event delivery leadership/cross team liaison and collaboration
- Compile relevant information for clients to include, but not limited to, clear instructions on submitting required materials to us, access times on the day of the event and any venue specific information
- Work closely with the Sales team to create the exhibition floorplan and monitor this regularly to ensure correct allocations of exhibition stands and meeting rooms
- Closely monitor client contracts in liaison with the Sales manager and ensure all contracted items are delivered
- Project manage the design and print of the event signage and other collateral such as delegate packs
- Organise staffing plans and requirements for each event to include task allocation, travel and accommodation booking
- Devise adequate security plans for allocated events
- Build and test event networking platforms

KEY INTERFACES
- Venues
- Suppliers
- Event team - sales, production, marketing, customer services
- Own team - operations and customer services
- Clients and key stakeholders

KNOWLEDGE, EXPERIENCE AND SKILLS

ESSENTIAL
- Minimum of 12 months experience in event operations
- Demonstrable experience of managing and coordinating all processes and procedures associated with the running multi-streamed and conference event formats
- Experience of working in a fast-paced office environment
- Experience in planning with strong organisational skills
- Excellent and confident communicator to both an internal and external audience in oral and written communication
- Strong multi-tasking and prioritisation skills and able to work on several projects simultaneously
- Numeracy skills
- Ability to work both as part of a team and independently.
- Creative and innovative thinker
- Ability to travel internationally

DESIRABLE
- Strong affinity with digital systems and platforms such as CVENT and Salesforce
- A good understanding of Microsoft Sharepoint and Excel

BEHAVIOURIAL COMPETENCIES
- Work well under pressure and to deadlines
- Customer first approach
- A willingness to travel and work longer hours onsite and in the run up to large events
- High level of attention to detail
- Time management and prioritisation on projects
- Proactive and take initiative
- Work well with key stakeholders

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