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Event Management Assistant

2 weeks ago

Coventry, United Kingdom CBS Arena Full time

**Company Description** Coventry Building Society Arena is home to unforgettable experiences for conferences, exhibitions, meetings, sport, music and live entertainment. We are an internationally renowned venue which attracts 1.2 million visitors a year and hosts more than 600 events a year.**

**Coventry Building Society Arena is home to Coventry City Football Club and has hosted some of the world’s biggest names in music, including Coldplay, Rolling Stones, Harry Styles and the Arctic Monkeys.**

**Our team is committed to providing the best experience and service for all of our visitors.**

**‘The Best Times Are Here, The Best People Are Here’ at Coventry Building Society Arena.**
**Job Description** Overview**

**Main Purpose of the Role**

To assist the Event Management Team with the day-to-day administration of Conference, Banqueting, Exhibition and Hospitality business at the Coventry Building Society Arena.

Meeting and exceeding the needs of the customer and joint venture. To operate and maintain systems for client ordering and all related processing, ensuring the highest standards of accurate and timely customer, staff and management information. To ensure all planning administration is accomplished effectively, accurately and within the allocated timelines.

**Roles and Responsibilities**:

- Complete weekly reports to track signed contracts and BEO’s are in event folders.
- Managing exhibition orders, recording and processing.
- Working with the Accounts team to ensure that all prepayments are received 14 days to event taking place.
- Ensuring venue standards are met in all event files.
- Producing daily banquet checks and ensuring that these are signed off by the relevant Event Manager, recorded and handed into Accounts within 24 hours of the event on a weekend and within 48 hours of the event at a weekend.
- Weekly updating of the Exhibition Hall Diary - submitting to the venue’s contractors and internally.
- General Administration for events - Menu Tent Cards, Tariffs, Wi-Fi, Menus, Table Numbers.
- Completing Banquet Event Orders for internal meetings for, ensuring BEO’s are sent to the booker for sign off and confirmation of purchase order number.
- Collating client feedback forms into presentation document for the monthly Board Meeting
- Concert Hospitality Admin - recording of chasing and recording of wine pre-orders, recording dietary requirements and general admin for the event.
- Day to day Event Management administration.
- Answer incoming calls into the Event Management Team and take messages for the team when they are not available.
- Communicate with clients by phone and in writing in respect to events, ensuring all queries are responded to within 24 hours and recorded on relevant systems.
- Raise purchase orders for the Event Management Team.
- Process orders and raise invoices for rigging/electrical, water and waste services.
- Report building on iVvy booking system.
- Updating order forms and managing orders for IT/Catering and AV.

**Person Specification**:

- Demonstrate a professional approach which generates credibility and confidence in others.
- Possess a customer service ethic with a strong client and customer focus.
- Be confident and assertive with a self-motivated approach and flexible attitude.
- Possess the ability to overcome obstacles to solve problems to achieve results.
- The ability to work with little supervision and manage time and priorities accordingly.
- Possess a personal commitment to continuous self-development.
- The flexibility to work outside normal office hours and cover event days where required which will include weekends and public holidays.

**Qualifications** Relevant Knowledge and Experience**:

- Excellent written, interpersonal skills and general administration skills.
- Effective team working skills and the ability to work independently using own initiative.
- Previous experience of administrative working.
- Previous experience of working in an events team environment.
- Knowledge of conference and exhibitions is desirable but not essential.

**Additional Information**
Fixed Term Contract for 1 year.

35 hours per week with 1 hour unpaid lunch break.

Working pattern 5 in every 7 days.

**Benefits**:

- Onsite free car parking.
- Subsidised canteen.
- Company pension scheme.
- Death in service.