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Planning Co-ordinator

4 months ago

Marlow, United Kingdom Superstars Full time

**Superstars**

Superstars provide bespoke luxury experiences, hospitality, artwork, and memorabilia which we sell through both a retail capacity and our Silent Auction services. This happens at some of the most prestigious and sought-after events across the world which include high profile charity dinners, business awards and prestigious sporting events worldwide. We pride ourselves on going the extra mile to deliver the very best service to all our customers. We offer a seamless service from start to finish with an extremely high level of attention to detail.

Superstars are looking to recruit a full-time **Planning Co-Ordinator** to join our expanding team, based in Marlow, Buckinghamshire. We are looking for a professional individual who can pro-actively plan staffing and resources for external fundraising events. This is a new role and there is opportunity to have full ownership and drive this function forward as the business grows. The success of our silent auctions can be dependent on selecting the right staff for the event and this comes with a great deal of responsibility. As the business grows, there will be promotion opportunities for this role.

A focused and organised attitude is essential in all aspects of the role. Previous planning experience is essential, along with the ability to communicate effectively and nurture relationships with all stakeholders.

**Key Responsibilities**
- Identify the staffing requirements for all silent auctions; identify different skill sets to make an event successful, both in the UK and International.
- Coordinate multiple events simultaneously.
- Ensure all preferences are captured and adhered to.
- Using excel, maintain a shared resources document.
- Work with Account Managers and Operations team to ensure other resources are planned and executed.
- Create and distribute briefing sheets for each event.
- Ensure external accreditations are organised.
- Work with the Fundraising Director to ensure a big enough pool of Event Managers and Assistants.
- Approve invoices from staffing agencies and self-employed Event Managers.
- Chair the weekly staffing meeting and attend the morning briefings.
- Ensure event staff are aware and adhering to dress codes.
- Maintain the staffing Tier system and record feedback.
- Liaise with other departments to problem solve in a proactive manner.
- Ensure the company is achieving value for money.
- Be involved in training of event staff.
- Work with the Head of IT on a project to source a planning software that will replace excel spreadsheets.
- Coordinating and facilitating onboarding of new event staff.
- Maintain and build strong network of staffing agencies.
- Assist in the creation of SOP’s, workflow plans and resource forecasting.
- Assist with travel arrangements for event staffing.
- Participate in project work.
- Be able work as one team; you must be willing to help in any area of the business.

**Ideal Person**
- Previous planning experience is essential.
- Exceptional decision-making skills with the ability to take quick and correct action in a fast-moving environment.
- Must have enthusiasm and drive with a positive can-do attitude.
- Excellent time management with the ability to prioritise workload effectively and respond to all queries in a timely manner.
- Good understanding of Microsoft Office, including Excel.
- No Politics, No Micro-Management, we don't do office politics, and we certainly don't believe in micro-management. We focus on actions and delivery, and we're all about fostering a culture where every individual can thrive.

**Package & Benefits**

**Salary**: £26,000 to £28,000

Monday - Friday, 9am - 5:30pm, office based.

**Benefits**:

- 20 days holiday, with an additional day added each year at the company - capped at 25 days.
- Birthday day-off
- Salary sacrifice pension scheme
- Occupational sick pay scheme
- Life Insurance
- Casual Dress code
- Social events
- Discounted products
- Pizza Friday

**Job Types**: Full-time, Permanent

**Job Types**: Full-time, Permanent

Pay: £26,000.00-£28,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Employee discount
- Life insurance
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

Reference ID: PCSS052024