Event Logistic Support

2 weeks ago

Hinckley, United Kingdom Conference Care Full time

**PURPOSE**

Supporting our onsite events team with various events from live, physical, virtual, hybrid, and congresses etc.

Day to day will be maintaining and managing client based inboxes, helping support the whole department with administrative tasks such as checking rooming lists, booking travel arrangements, setting up meetings, updating financial budgets and closedowns.

Assisting the team with in person events located offsite on request.

**HOW**
- Support the events team by assisting with site inspections, arranging meetings with clients/ suppliers, and venues face to face.
- Taking minutes for client meetings and updating relevant systems.
- Prepare event documentation to control event logistics between all parties such as onboarding documents, event schedules, technical running orders, rooming lists event badges etc.
- Work with third-party suppliers, ensuring that the best interests of the client and Conference Care are considered and actioned.
- Proactively solve problems and action as appropriate.
- Provide admin support for all attendees, organisers & suppliers prior, during and post event.
- Assist in the building and updating digital products including websites, registration sites, virtual platforms, abstract management, and event apps on products such as EventsAir and Cvent etc. (Full training will be provided)
- Support the Head of Events and other Event Managers with their ongoing projects
- Provide delegate support for all projects within the department, checking the event inboxes and answering the event telephone line to support with queries.
- Work cohesively with all departments offering support where necessary.
- Any other task as set by the Directors or line manager.
- Anticipate project needs, balance workload priorities, and meet deadlines with minimum supervision.
- Allocate sufficient times to projects by adhering to project timelines and utilising onboarding documents, keeping a log of time spent on project.
- Ensure payment terms, invoicing, event budgets, financial records and billing processes are followed, within an agreed time scales

**Personal skills**
- Competent IT skills with the ability to learn event management platforms currently used within the department
- Multitasking and prioritising
- Strong communication skills, written and verbal
- Financial awareness
- Team Player
- Ability to work independently

**Further Job Details**
- Salary £27,000
- Core hours - Monday to Friday 9am to 5.30pm
- Additional hours - Upon request you may be asked to support with live events or support that may fall outside of the above hours and days (TOIL policy in place)
- Driving licence required
- Generous holidays 25days plus bank holidays
- Hospitality experience - Minimum 2 years
- Event Planning experience - Minimum 2 years

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

Pay: £27,000.00 per year

Additional pay:

- Bonus scheme

**Benefits**:

- Casual dress
- Company events
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking

Schedule:

- Monday to Friday
- Weekend availability

Application question(s):
Work Location: In person

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