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Event Coordinator

2 months ago

Cambridge, United Kingdom Talent Finder Jobs Full time

Event Coordinator | Cambridge | Full Time | £26,000 plus quarterly bonus (pro rata for part time)

The Cambridge Union is the world’s oldest free speech society and is an international educational charity. It occupies a beautiful Victorian building in the heart of historic Cambridge City. The famous Debating Chamber is a large wood panelled auditorium suitable for business conferences but can be converted for large dinners, cabaret style dining or even weddings. Other rooms include the historic libraries and smaller meeting spaces. The Union also runs a lively brasserie and garden bar all of which are available for private hire. We pride ourselves on looking after clients and providing truly flexible and special tailored options for their events. We need Event coordinators who have the imagination and enthusiasm to make the most of spaces and deliver truly memorable events for our clients whilst being great team player.

You will be responsible for overseeing the comprehensive planning, coordination, and execution of a wide range of events. This role involves strategic planning, budget management, and leadership of the events team to ensure the successful delivery of high-quality events. You will work closely with senior management, clients, and stakeholders to deliver outstanding experiences for our clients.

Are you the right person for the job?

  • You will be great with people and genuinely interested in making the most of our premises to create wonderful events but can do so commercially
  • Experience of event management, hosting or catering an advantage preferably in an independent setting
  • Evidence of being confident, able to take the lead and develop client interest key to the role
  • Exceptional administrative, organisational and leadership skills, as well as the ability to manage multiple projects simultaneously
  • You will be an operational thinker, a strong communicator, and adept at building and maintaining relationships
  • You will be dedicated to ensuring all aspects of events are meticulously planned and executed, you will contribute to the overall success and reputation of the organisation

What will your role look like?

Strategic Planning:

  • Create comprehensive event plans, timelines, and schedules.
  • Work in alignment with our clients to ensure delivery of their expectations.

Leadership and Team Management:

  • Manage on the day event delivery by, delegating tasks and responsibilities effectively.
  • Coordinate with cross-functional teams, including marketing, finance, and operations.
  • Ensure team members are trained and equipped to perform their roles efficiently.

Vendor and Stakeholder Management:

  • Establish and maintain relationships with vendors, suppliers, and clients.
  • Negotiate contracts and agreements to secure favourable terms and conditions alongside the Sales & Events Manager.
  • Liaise with clients and stakeholders to understand their needs and expectations.

Budget and Resource Management:

  • Develop and manage event budgets, ensuring cost-effective use of resources.
  • Monitor and track expenses.
  • Identify and mitigate financial risks associated with events.

Event Execution and Evaluation:

  • Oversee the on-site execution of events, ensuring all aspects run smoothly.
  • Handle any issues or emergencies that arise during events with professionalism.
  • Conduct post-event evaluations to gather feedback and identify areas for improvement.
  • Marketing and Promotion:
  • Collaborate with the marketing team to develop promotional strategies for events.

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