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Event Coordinator

1

London, United Kingdom

Would you like to be part of a global intelligence company that’s disrupting the procurement industry?

 

Procurement Leaders™ is the world’s most valued professional procurement network. A unique and vital destination that connects, inspires and accelerates our members to become more successful.

 

Powered by a community of over 700 leading global corporations and 27,000 senior procurement, sourcing and supply chain executives, we accelerate our member’s journey to superior performance, providing access to the in-depth insight, practical tools and expert guidance they need to transform procurement into a critical business driver. We are proud to partner with procurement executives from the world’s leading brands such as IBM, Johnson & Johnson, MasterCard, Adidas, L’Oreal, Nestle, and Shell.

 

Role Overview

We’re looking for an experienced and ambitious Event Coordinator to work in our London office.

 

Currently the company organises various large-scale events, two awards ceremonies, mid-sized forums and a significant number of small meetings over the course of the year. The events take place in the US, Europe, Australia and South-East Asia and the portfolio is expanding.

Key Responsibilities

The candidate will report to the Commercial Director and be responsible for organising a series of summits and meetings globally, as well as supporting on some of our large conferences.

 

The job role will include the following event products

  • Roundtables – a series of global meetings for 15 - 30 top executives from Stockholm to Sydney
  • Summits – organising a number of member summits for 30-50 people globally.
  • SEIC Accelerator Programme – Support logistically on a series of small summit style events - one of our most focused and innovative event products within the company.
  • Procurement Leaders Congresses & Forums – supporting the Event Manager on the delivery for these key conferences from between 200 and 700 delegates

Development of the individual in this position will be dependent on personal development plans, performance and results.

Delegate acquisition – Working closely with the sponsorship team to invite and recruit high profile attendees for a series of roundtables for 15-30 people globally.

Delegate management – Managing all delegate communications, attendance, badging and registration for assigned events. Maintain event materials inventory.

Print, design and digital – Producing the event app for each of the assigned events. Includes all portable signage, banners and backdrops.

Budget management (for roundtables & summits) – Recording all spend within remit, working with the EM on spend targets. Managing budgets for owned events accurately.

Logistics – Couriers, travel planning, accommodation, hotel negotiations

Venues – Finding, contract negotiations, liaison and BEO’s

Sponsor fulfilment – Meeting all sponsor expectations, delivery of contract & managing expectations.

Website – Responsibility for ensuring all partner logos are uploaded to each event web page upon contact

On site – Working with the Event Manager or on owned events. Manage all staff, suppliers and delegates on site, responsible for the customer experience and health & safety.

Internal stakeholders – Working with the appropriate internal stakeholders to ensure the events are delivered to a high standard ensuring all elements are covered.

 

Key Attributes, Skills and Experience

Experience

  • Minimum 1-2 years’ experience managing conference or other B2B event logistics
  • Highly organised and able to deal with multiple tasks across multiple projects simultaneously. Great time management is essential.
  • Experience working in a high energy office environment, managing workload in the busiest periods against stress levels and prioritising tasks effectively to meet expectations

 

Skills

  • Negotiation skills are essential to drive the highest value at the best price from our suppliers.
  • Interpersonal skills, a people person able to manage the expectations of multiple and very different stakeholders.
  • Common sense approach to difficult situations, providing solutions to problems rather than focusing on the negatives.
  • Measured and mature communication and telephone skills are essential for this role.
  • Foresight on the hazards and pitfalls of event planning, experience in identifying potential problems and planning for contingencies.

Competencies:

  • IT
    • Excellent Excel, Word, PowerPoint, Outlook knowledge and application
    • SalesForce and Awards Management Systems experience would be useful but not essential
    • Qualtrix, Survey Monkey, Marketo, Affino and other comms / CRM software would be useful but not essential
  • Accounting
    • Demonstrable knowledge of balance sheets, accounts payable, purchase orders and invoicing
  • Health & Safety
    • Working knowledge of H&S law in the UK (international experience would be ideal)
    • Common sense approach to customer and staff safety on site
    • Experience with risk assessments and method statements
    • Some knowledge of insurance and risk mitigation
  • Creativity
    • Innovative ideas on décor, room dressing, AV and stage design
    • Briefing graphic designers to get the best out of printed / digital materials at events
    • Choices on hospitality and catering
  • People person
  • Open minded, energetic and motivated
SectorCareers Recruitment Sector Profile
Job TypePerm
RecruiterProcurement Leaders
Job ID682635