Conference and Event Coordinator

1 month ago

Twickenham, United Kingdom Gather & Gather Full time
Job Title: Conference and Event Bookings Executive

We are seeking a highly organized and detail-oriented Conference and Event Bookings Executive to join our team at Gather & Gather. As a key member of our hospitality team, you will be responsible for managing the bookings process for our onsite meeting and event spaces, ensuring that the correct crew and facilities are booked and providing guidance to event organizers.

Key Responsibilities:
  • Manage the mailboxes and take requirements for all booking enquiries.
  • Support colleagues in organizing their meetings/events, making suggestions for the best location for their requirements and booking crew and facilities as required.
  • Ensure that event schedule information is kept up to date and communicated out to colleagues.
  • Create digital signage assets for weekly event schedule.
  • Keep all event booking documentation up to date to include booking tools and crew request sheets.
  • Lead meetings with onsite teams to confirm crewing requirements.
  • Carry out regular checks of the spaces and report any issues.
  • Monitor utilization of the spaces and identify efficiencies in usage and availability.
  • Manage bookings/support in setting up booking processes for any new meeting and event spaces.
  • Team admin to include organizing team meetings, keeping information documents up to date and processing invoices.
  • Collate feedback and complete regular reviews of processes to provide opportunities for ongoing improvements.
  • Support for larger events/activations for colleagues, guests and visitors as required.
  • Event day support as required e.g. guest management, recording attendance and briefing security.
Requirements:
  • 2 years' experience in a venue/bookings coordination role.
  • Excellent IT skills (experience working with Microsoft 365 and SharePoint preferable).
  • Well-organized and process-driven with good attention to detail.
  • Experience of managing multiple tasks and able to prioritize.
  • Excellent time management skills and experience of meeting tight deadlines.
  • Excellent communication skills.
  • A high degree of discretion and diplomacy, as we work with confidential information and a large network of senior internal and external contacts.
  • Proven team player, working collaboratively at all times.
  • Using initiative and taking responsibility.
  • Flexibility – due to the nature of the role, some evening work and very occasional weekend work will be required to deliver specific events.
What's in it for you?

Working with Gather & Gather has its perks. People are at the heart of everything we do, so we've developed a range of benefits and development opportunities to keep you content.

  • Great operational training and development.
  • Personal Development and Training opportunities – We are passionate about our team growing with us.
  • Life assurance scheme.
  • Pension scheme.
  • Private medical.
  • Eye care.
  • A great wellbeing strategy – including access to our Employee Assistance Programme, salary finance.
  • Family friendly support.
  • Regular social events and communication with our leaders.
  • A holiday purchase scheme.
  • Season ticket loans.
  • Volunteering days.
  • Professional subscriptions.
  • Recognition schemes and people awards.
  • Long service awards.
  • Access to some great high street discount vouchers.
  • Cycle to work scheme.

Whilst working on the Sky contract, there are also these additional benefits:

  • Free Sky TV package.
  • Sky discounted broadband and phone rental.
  • Daily meal allowance.
  • Flu vaccine vouchers.
  • Safe working environment @ Sky - Clear signage, social distancing procedures.
  • Secondment /Fixed Term contract roles within Sky.
  • Reward & Recognition Bonus/Vouchers/Hampers.
  • Your Space Day.
  • Happy Holidays – a gift from Sky Spaces team.

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