Events Executive

Events Executive

Maidstone

£20-25K, DOE

Reporting to Events Director/Events Manager

My client, a well-known publishing company, is currently seeking an Events Executive to take ownership of the events and exhibitions with the support and guidance from the Events Director/Events Manager. This is a varied, exciting, and interesting role with an opportunity to work across a wide variety of events and the possibility of European travel. The individual recruited will be part of a small team of four and must be prepared to travel to Bookham (near Leatherhead) once or twice a week. There will also be regular travel to London and Birmingham for the events you will support.

Key Responsibilities

• Working with the appropriate personnel, ensure all events logistic requirements are agreed at the start of the process.
• Download all entries and share with appropriate personnel.
• Deliver on all agreed events logistics, working closely with required personnel.
• Ensure attendance at all necessary event days, ensuring jobs are covered and managing any personnel if required.
• Liaise with finalists to confirm their details and gather images.
• Write script and gain final sign-off from appropriate personnel.
• Venue liaison across all events.
• Host liaison if required.
• Effectively liaise with all companies entering and booking tickets at the awards, ensuring that all queries are dealt with efficiently 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 the deadline to ensure as complete a guest list as possible.
• Ensure all event elements are taken to the venue on event 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).
• Ensure 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 breakdown of all events.
• Ensure all materials are ready, collected, and delivered on time.
• 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. Organisation is key.
• Event Management experience.
• Ability to communicate effectively and accurately across all channels, e.g., phone, email, social media.