Event Logistics Director

2 weeks ago

London, Greater London, United Kingdom Jack Morton Full time

Event Logistics Director Job Description

We are seeking an experienced Event Logistics Director to join our team at Jack Morton. As an Event Logistics Director, you will be responsible for ensuring the successful delivery of all logistics aspects of a project, including venue management, registration, food and beverage, and crew management.

Key Responsibilities:

  • Manage event registration processes and lead registration teams
  • Work with registration platforms like Cvent
  • Oversee the build of registration sites, liaise with clients on content, and manage site-related communications
  • Manage registration inboxes, address guest inquiries, and ensure attendees are registered with all necessary information
  • Manage food and beverage arrangements onsite, working with caterers to develop menus, conduct tastings, and ensure F&B aligns with event branding and service standards
  • Oversee the setup of dressing, furniture, equipment, service ware, and staffing for various meals
  • Conduct venue research, liaise with venues for contracting, and ensure optimal space and scheduling for events
  • Book and manage cleaning services, coordinating waste management, and overseeing venue security
  • Manage brand ambassadors, including booking, sharing profiles with clients, and overseeing their onsite roles and schedules
  • Conduct pre- and onsite briefings and ensure smooth guest movement throughout the event
  • Manage all crew logistics, including booking flights, accommodations, venue transfers, onsite catering, and providing briefing and informational documents
  • Manage hotel accommodations for both small and large-scale events, ensuring smooth guest lodging logistics
  • Participate in the education and upsell of Logistics services to existing and potential clients
  • Guide the development, writing, and presentation of incremental program proposals, scopes of work, schedules, and staffing plans
  • Build and maintain effective client relationships, ensuring that all client needs are heard, understood, and addressed in a timely way
  • Ensure clear communication to the client for the assigned project regarding roles and responsibilities, scope, budget, schedules, and program status/action items
  • Be available to manage RFP processes and participate in stand-up presentations
  • Act as a contact point for the London Logistics team in the coordination of new Logistics projects
  • Act as the conduit between offices on areas of conflict
  • Develop team talent by providing challenging assignments and ongoing constructive feedback
  • Work with the Account Director and Executive Producer to manage the program process from inception through execution
  • Ensure regular team meetings and manage communications between team members, ensuring all deadlines are met
  • Manage, either directly or indirectly, junior/mid-level/experienced team members on execution of all individual job details
  • Manage resources; identify, negotiate, and book external resources as needed
  • Be expert in all meeting planning avenues of event management
  • Ensure that the client need is solved by the program deliverables
  • Ensure Logistics measurement objectives are met and exceeded
  • Supervise the creation of meeting specification documentation to ensure all information is communicated to all parties
  • Continually look for innovative solutions and production methods
  • Support and participate in continuous procedure updates
  • Working with the Account Director and Executive Producer to create project budgets and manage the revenue throughout client projects
  • Manage/mitigate third-party costs
  • Develop and actively manage third-party/freelance talent relationships to ensure best available talent and pricing
  • Supervise all client financial reconciliation for all Logistics aspects of the project budget/s, working with appropriate Jack Morton staff
  • Provide and monitor procurement savings document
  • Manage Logistics cost to revenue across all Logistics projects
  • Flawless delivery of client commitments
  • Positive team climate that inspires others to excel and deliver
  • Seen as a valuable leader of programs and client teams
  • Repeat and growing accounts
  • Profitable budget management
  • Successful RFP implementation

Requirements:

  • 10+ years of event management/client services experience with at least last 5 years delivering solutions
  • Must possess the ability to handle numerous projects at one time and meet fast turnaround deadlines
  • Strong program management, organizational, and communication skills
  • Expert contract negotiation and client presentation skills
  • Staff management experience
  • Strong familiarity and comfort with technology in general, a desire to remain informed of current trends and improvements, and the ability to communicate highly technical concepts to a non-technical audience
  • Demonstrated production competencies: client focus, accountability for results, team effectiveness, developing others, attention to detail, flexibility, and professional confidence

We are an equal opportunity employer and value diversity at our company.

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