Event Coordinator

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Position Title: Event Director

Location: London, SE1

Reports to: Event Director/Account Director

Date: October 2018

Primary job purpose:

To provide event & administration support to a team of event professionals.

Key Accountabilities:

• Travel – booking travel for event services team. Providing site visit itineraries

• Budget management – using in-house system to reconcile billing; issuing purchase orders; following up on outstanding invoices; providing estimates; reviewing estimated hours versus actual hours

• Negotiated saving log reports

• Venue website maintenance

• Project documentation (eg worksheets, timelines, memos)

• Supplier request information as well as involvement in sending out RFP’s (request for Proposals). Tracking responses and providing recommendations

• Meeting support – generate invitations, agendas, note taking during meetings and distribution to team, etc

• Managing sponsors and exhibitors, where applicable, pre-event and onsite

• Management of exhibition manual

• Direct client contact

• Other duties as necessary

Person Specification:

Essential:

Education/Background:

• Ideally the candidate will have an Events or Marketing related degree level, or equivalent

IT Skills:

• Computer literate – highly proficient with MS Office, Outlook. Knowledge of time/cost accounting system, such as JDE, would be valuable

Skills:

• Excellent communication skills, verbally, face-to-face and in writing, are essential

• Proven administration and organisational skills

• Demonstrated self-motivation

• Ability to multi-task and work under pressure

• Must be a team player and able to work in a team environment

• High degree of accuracy and attention to detail

• Strong time management skills, ability to prioritise

Experience:

• Experience in hotels and convention / exhibitions centre a bonus, but not essential

• Experience in the events industry a bonus but not essential

• Experience in dealing with exhibitions, sponsors a bonus, but not essential

Highly Desirable:

• Ability to speak another European language is an advantage

When nothing less than extraordinary will do—we're your team.

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