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Event Management Specialist

3 months ago

Fareham UK, Hampshire, United Kingdom DiverseJobsMatter Full time

JOB DESCRIPTION


Job title: Events Coordinator – 12 Month Fixed Term Contract

Department: Business Transformation

Location: Hybrid (Fareham) / open to remote

Working hours: Monday - Friday, 8:30-4:30


A brighter future awaits you


We one of the world’s leading manufacturers of soft contact lenses with a presence in over 100 countries. Being part of our company means helping improve the way people see each day. It’s more than making contact lenses, it’s about giving lens wearers freedom and confidence to move about their daily lives. We’re all about bright futures – for our people and those who wear our contact lenses.


We’re big on belonging. Everyone’s contribution counts, and that’s why inclusion and diversity are so important. It isn’t just the right thing to do; it’s what makes our company the best it can be. We are committed to creating an inclusive and engaging workplace. Our Employee Resource Groups offer employees to grow within a safe and inclusive space. So be yourself, whoever you are, and let’s achieve amazing things together.


Job summary – What to expect:


As the Events Coordinator, you will develop and organize extensive large meetings being run by the Fit for the Future Programme with a specific focus on workshops, training sessions, and preparation meetings supporting the culture workstream. You will ensure that all the necessary preparation is complete and assist with evaluating events and measuring the progress of the cultural evolution.


In addition, you will:


  • Support the building of a workshop and meeting schedule that covers the next 12 months and maintaining it through rollout to ensure it’s always up to date.
  • Book meetings and workshops in line with the above schedule
  • Sending out invitations & managing responses to ensure all target audiences are covered. Maintain records to show actual attendance at events and report on this regularly.
  • Match facilitators/faculty to events and ensuring the delivery team is well-prepared with the right materials, information & equipment.
  • Establish facilities or technical requirements for running sessions with the facilitators depending on the delivery approach (eg hotel rooms, accommodation, online platform) & ensuring these are booked/tested.
  • Source & book venues to run events and meetings in line with corporate guidelines and established budgets.
  • Identify & liaise with relevant local teams to ensure the requisite experience is delivered including ensuring all facilities, equipment & materials are in the right place at the right time.
  • Monitor spend vs budget including forecasting total event spend and ensuring all invoices are paid in time.
  • Help prepare materials & tools for use in & after sessions.
  • Establishing & deploying an online tool for workshop evaluation and reporting on results that will feed into a broader cultural dashboard. Running surveys & collating data from other sources to complete the culture dashboard.
  • Booking travel (flights etc.) as needed.


About you:


We are looking for someone with exceptional organisational skills and a deep understanding of event management. If you pride yourself on being methodical and detail-orientated, with a passion for creating a quality experience, we would love to hear from you.


Experience & Education:


  • Prior experience in managing a complex, global delivery schedule.
  • Understanding of learning evaluation approaches & able to apply these pragmatically.
  • Excellent organization skills especially ability to work on multiple events at any one time. Is methodical & detail oriented with a strong focus on delivering a quality experience.
  • Excellent interpersonal skills (ability to work with people at any level and in any role in the organization)
  • Excellent numerical, verbal and literacy skills – budgeting and drafting invitations to senior leaders will be part of the role.