Events Operations Executive
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| Job Type | Permanent Full Time |
| Location | East Grinstead |
| Area | West Sussex, UK |
| Sector | Marketing |
| Salary | £25K - £28K DOE plus excellent company benefits |
| Start Date | |
| Advertiser | Jenny Budd |
| Telephone | 01342325316 |
| Job Ref | JB11929 |
- Description
Lloyd Recruitment Services are pleased to be working with a reputable business in the East Grinstead area who are currently in search of an Event Operations Executive to join their team on a full-time permanent basis.
Role overview
To be responsible for the logistics and operational aspects of a range of digital and physical events, working collaboratively with the event project team and successfully deliver/exceed against timelines and financial targets.
Key success criteria
Ensure projects and tasks are completed to agreed schedules and within budget
Prioritise work efficiently to achieve the important as well as the urgent
Ensure all events are planned and delivered in accordance with relevant legislation and standards
Maintain accurate administration and record keeping
Develop good working relationships internally within own team and the company as a whole
Develop good working relationships with external contractors, trade and professional organisations, speakers, delegates, visitors, exhibitors and sponsors
Key Responsibilities
Operations
Manage all operational activities in the run up to the event, on the day and post event:
Manage the event information on the events administration system
Book and manage physical venues and the digital platforms for each event. Ensure they fall within budget and provide an accurate brief to each one ahead of the event.
Co-ordinate all communications with delegates, speakers and sponsors in the run up to the event, including arrangements for technical rehearsals.
Collate and deliver all digital and printed collateral such as delegates guides and signage.
Organise hotel rates, accommodation and travel for the team.
Book, brief and manage all AV and staging requirements, including digital streaming and hybrid requirements.
Ensure badges for personnel, speakers, sponsors etc. are organised
Manage the event budget ensuring all operational costs are within agreed limits.
Collate all post event materials including video recordings and event feedback surveys.
Complete post event activities including delegate thank you letters with link to presentations and feedback analysis.
Make sure all events are planned and delivered in accordance with relevant legislation and standards
Any additional responsibilities as required from time to time.
Sales support
Support the sales teams in their sales activities:
Ensure all delegates, guests and sponsors/exhibitors are logged on the event administration system and manage the sending of joining instructions to all.
Work with sponsors and colleagues to ensure delivery of all sponsor contractual agreements
Construct exhibitor floor plans and table plans.
Competencies, Behaviours & Skills
Planning
Plans and prioritises everyday workload
Gives reliable information about progress of work and delivery to deadlines
Adaptability/flexibility
Able to maintain work standards in a changing environment
Sees change as an opportunity and responds enthusiastically
Makes things work rather than focusing on obstacles
Ability to cope under pressure, juggling a number of projects at one time
Able to work effectively with a range of personality types whose methods may differ
Learns from experience, is prepared to change own views or approach in the light of new information
Able to cope with the pressures of changing demands and circumstances
Communication
Share relevant information with others to achieve goals
Actively listens to others and responds to what they have to say
Able to process information effectively and act on it accordingly
Communicates effectively and regularly both orally and in writing
Teamwork
Committed to team goals and works hard to achieve them with the team
Has a cooperative approach and willingness to undertake tasks
Is sensitive to, and recognises, the needs and feelings of others
Solicits input from others and involves people in issues that may affect them
Offers help and support to others when they need it
Actively boosts team morale and constructively resolves conflict
Quality focus
Consistently produces work which meets required standards of quality and accuracy
Strong attention to detail
Completes work to level of detail required
Assesses own work and work processes to improve quality
Maintain quality control procedures
Ensure department procedures are maintained at all times and look for effective ways to improve them
Delivers on time to agreed standards
Initiative
Able to work without supervision and take the initiative, offer solutions to manager on how you can assist
Actively seeks out solution when presented with obstacles and confidently make decisions without always needing manager input
Manage upwards to help managers meet deadlines
Suggests solution and new ideas/procedures
Willing to go that extra mile
Customer focus
Takes action to keep customers happy, going beyond just what’s required both when office based and on-site if required
Acts promptly and courteously to deal with all customer queries and complaints
What’s in it for you?
Salary of £25K - £28K DOE
Contributory pension
Life insurance (after qualifying period)
Private healthcare (after qualifying period)
Well-being scheme
Hybrid working
Monday – Friday working
Due to the high volume of applications, Lloyd Recruitment Service can only contact shortlisted candidates
