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Event Coordination Specialist

2 months ago

Chilton Oxfordshire, United Kingdom Focus Resourcing Full time

Position: Event Coordination Specialist


We are looking for an Event Coordination Specialist to assist our events team by serving as the primary contact for all inquiries and managing event bookings efficiently.


Employment Type:
Permanent

Compensation:
£23,000 - £25,000 (Dependent on Experience)

Work Schedule:
Monday - Friday, 9AM - 5PM

Location:
Hybrid working arrangement

As an Event Coordination Specialist, your responsibilities will include:


  • Serving as the main point of contact for all event-related inquiries, ensuring that all communications are handled professionally and promptly.
  • Managing event bookings, verifying that delegate information is accurate and complete, processing invoices and credit notes, and maintaining organized records of booking forms.
  • Keeping all event details current and ensuring that all activities related to each event are documented in the appropriate database.
  • Coordinating with exhibitors prior to events to ensure all necessary documentation is completed and processed.
  • Assisting in event preparations, including the creation of badges, mail merges, and the collection of materials needed for the event.
  • Supporting various administrative tasks for the team, such as handling mail, scheduling meeting rooms, taking minutes, managing the events calendar, and arranging travel and accommodations.
  • Engaging with suppliers to gather quotes and turnaround times for design work, printing, mailing services, and AV support, while analyzing costs to recommend the best options.
  • Helping distribute promotional materials, including e-shots, brochures, flyers, and updates for the website and social media.
  • Conducting post-event follow-ups, which include processing feedback forms and reorganizing materials upon return from events.
  • Participating in events as needed, which includes setup, breakdown, and welcoming and registering attendees.

Required Skills and Experience:

  • Ability to collaborate effectively within a team, supporting colleagues and fostering a positive team environment.
  • Strong written, verbal, and electronic communication skills.
  • Excellent organizational, administrative, and time management abilities.
  • Attention to detail with the capacity to manage multiple tasks and work efficiently under pressure.
  • Proficient in IT, with a solid understanding of Outlook, Word, Excel, and Mail Merge.
  • Minimum educational requirement of GCSE standard.
  • Willingness to travel for external meetings and events, with flexibility in working hours as needed.
  • A valid driver’s license and access to personal transportation are essential due to the office location.

Benefits:

  • Flexible working hours around core times.
  • Generous holiday entitlement.
  • Pension scheme.
  • Life insurance coverage.
  • Health cash plan.
  • Employee discount program.
  • On-site parking available.