Events Operations Coordinator

1 month ago

Fleet, Hampshire, United Kingdom emap Full time £24,000 - £26,000
Position: Events Operations Coordinator

Location: Fleet Street, London

Employment Type: Full-time, Permanent

Salary: Competitive, £24,000 - £26,000 + Bonus

As a prominent player in the media sector, emap is a dynamic and expanding organization, generating over £50 million in annual revenue. Our operations are divided into two main sectors: consumer media and business-to-business media. We specialize in producing print publications, digital content, and organizing both in-person and virtual events, including awards, conferences, and various other gatherings.

The Events Operations Coordinator will play a crucial role in delivering operational assistance to the events team for live, hybrid, and virtual events, which encompass awards, conferences, festivals, and sponsor-led initiatives within the emap portfolio.

Key Responsibilities:

  • Collaborate with the event manager to maintain budgetary control, ensuring expenses align with the approved financial plan throughout the event lifecycle.
  • Handle administrative tasks such as generating purchase orders, onboarding new suppliers, processing reimbursements, and arranging travel and accommodation.
  • For award events, manage administrative duties including inviting judges, announcing nominees, collecting images and requirements, tracking table reservations, and serving as the primary contact for inquiries.
  • For conferences and other events, oversee administrative responsibilities such as coordinating with speakers, tracking registrations, sending confirmations, managing the registration process, and addressing attendee queries.
  • Ensure exceptional customer service by managing the delegate care process, including booking confirmations and providing essential event information.
  • Address incoming event inquiries promptly and efficiently.
  • Adhere to event timelines, ensuring all deadlines are met with the highest standards.
  • Analyze performance year-over-year to accurately project event outcomes.
  • Maintain regular communication with clients to ensure outstanding service throughout the event experience.
  • Build and nurture strong relationships with key suppliers, including production companies and venues, leveraging negotiation skills to secure optimal value and quality.
  • Foster collaboration with internal stakeholders to promote effective communication and seamless project execution.
  • Keep the Event Manager informed of all relevant updates and developments.
  • Provide operational support for the execution of hybrid and virtual events.
  • Assist the Event Manager in fulfilling sponsorship commitments.
  • Perform on-site duties and checks to support the Event Manager during events.
  • Contribute to various event-related tasks and support as directed by your event or line manager.
  • Gather customer feedback and testimonials from event participants before, during, and after events.
  • Evaluate sustainability practices with suppliers and within emap's event processes, aiming to minimize the environmental impact of events.
  • Promote appropriate conduct through internal and external event communications.

Qualifications:

  • Proficient in general computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
  • Experience with virtual event platforms is advantageous but not mandatory.
  • A minimum of one year of experience in event coordination or relevant experience through an Event Management degree placement.
  • Experience in corporate events is preferred.

At emap, we prioritize employee growth and development as essential components of our success. We provide a supportive environment that encourages continuous learning and professional advancement.

Our structured framework is designed to equip employees with the necessary skills and knowledge to excel in their roles, contributing to our organizational goals.

We offer specialized programs and a variety of role-specific and general courses through the emap academy to support career development.

This position is a full-time hybrid role, requiring two days in the office and three days working remotely. Please note that remote working or visa sponsorship options are not available. Benefits include:

  • 25 days of annual leave (with options to buy or sell)
  • Health insurance
  • Life insurance
  • Cycle-to-work scheme
  • Discounted gym memberships
  • Retail discount vouchers
  • Rail season ticket loans
  • Private virtual GP access
  • Pension scheme
  • Ongoing learning and development opportunities
  • Seasonal parties
  • Work-from-home flexibility during August
  • In-house Excellence Awards and other innovation initiatives

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