EVENTS EXECUTIVE

Location: Dorking.

Salary: £25000

Job type: Full time - Hybrid working + occasional UK and European travel to events.

This is a great opportunity to join a Media and Publications company, working within their established Events team, planning and executing small to large corporate (B2B) events across the UK and overseas.

This role would suit someone who is highly organized, enjoys communicating internally and externally across all levels and has either previous experience working within Event organization or a relevant degree.

Key Responsibilities Areas

Take ownership of the events and exhibitions that fall under your jurisdiction and ensure the smooth and efficient organisation of these events/competitions.

To manage communication with all levels of staff, clients and suppliers, ensuring maximum support, understanding and participation.

All round support within the Events Department with guidance from the Events Director/Events Manager and other appropriate colleagues.

Awards

• Working with the appropriate personnel, ensure all events logistic requirements are agreed at start of process.
• Download all entries and share with appropriate personnel.
• Prepare entries for voting, if appropriate.
• Deliver on all agreed events logistics, working closely with required personnel.
• Ensure attendance at all necessary events days, ensuring jobs are covered and managing any personnel if required.
• Liaise with finalists to confirm their details and gather images.
• Share results information and images with AV company.
• Write script and gain final sign off from appropriate personnel.
• Venue liaison across all events.
• Host liaison if required.
• To effectively liaise with all companies entering and booking tickets at the awards, ensuring that all queries are dealt with in an efficient manner and correspondence sent out in a timely manner.
• Manage the guest list system (if appropriate), ensuring that all table hosts are followed-up regularly until deadline to ensure as complete a guest list as possible.
• Working with colleagues to ensure they are aware of all event elements that need to be taken to venue on events day and appropriate set-up.
• Remind all attendees about dietary requirements by sending out regular emails.
• Liaising with appropriate personnel, set-out table plans for events (if appropriate). Ensuring that sponsors, finalists and attendees are allocated appropriately and accurately.
• Arrange photographer.
• Produce first draft of show script (if appropriate) with details of sponsors, finalists, winners and names of collectors of awards. Get signed off by appropriate personnel.
• Send trophy artwork to relevant trophy company, have proofs signed off by appropriate personnel. Arrange delivery in good time for the awards and check. If appropriate, dispatch on the day of the virtual event.
• Ensure all guests receive their tickets, confirmation and all event details in a timely manner.
• Assist with set-up and break down of all events. Ensuring all materials are ready, collected and delivered on time.

Exhibition (large scale annual exhibition where you will need to allow a full week working off-site from set-up to close)

To manage communication with all levels of staff, clients and suppliers, ensuring maximum support, understanding and participation.

Provide support within the Events Department, as necessary.

Deal with all appropriate staff on the requirements to move your events forward.

Liaise with all levels of clients/attendees/exhibitors to ensure they receive all necessary and appropriate information in a timely and efficient manner

Deal with appropriate suppliers to ensure the smooth running of all events/exhibitions.

Support within the Events Department

From time to time you may be required to:

Attend and assist judging days for projects managed other members of the team.

Attend and assist with other projects managed by other members of the events team.

Support any team members as required.

In conjunction with other members of the Events Department

Deal with general phone calls, ensuring all messages are passed on swiftly and are clear, accurate and understood.

Deal with suppliers as allocated.

Provide cover when other members of the Events team are absent

Handle post on allocated days.

Knowledge, Skills and Experience Required

Accurate typing skills and knowledge of many different PC systems, such as Word, Excel etc.

Confident telephone manner.

Ability to be organised.

Event Management experience.

Ability to communicate effectively and accurately across all channels, eg, phone, email, social media.