Back to searchConference and Events Manager
Hamilton Mayday
Posted 11 hours ago, valid for 19 days
Oxford, Oxfordshire OX1 1HB, England
£32000 - £32898/annum 38 Days Holiday
Full Time
Retirement Plan
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Sonic Summary
- We are seeking a Conference and Events Manager for a prestigious college in Oxford, offering a salary of £32,898 per annum based on a 36.25-hour work week.
- Candidates must have experience in event management, including proposal writing, venue sales, and planning for various event formats.
- The role requires strong interpersonal skills to manage client relationships and handle inquiries effectively, particularly with high-profile individuals.
- Key responsibilities include planning multiple events, overseeing execution, managing vendor relationships, and ensuring client satisfaction throughout the event process.
- Benefits include free meals, 38 days of annual leave, discounted transport options, and a contributory pension scheme.
**Essential Experience:**
- Experience in event management, including initial proposal writing, venue sales, planning, delivery, and evaluation for online, in-person, and hybrid events.
- Background in a customer-facing role, managing a wide range of enquiries, particularly via telephone and email.
- Ability to build and maintain strong relationships with clients and suppliers, showcasing excellent interpersonal skills and the ability to communicate clearly and confidently with a diverse range of individuals, including high-profile VIPs.
- Proven ability to organize one's own workload effectively, manage frequently tight deadlines, and produce accurate, detailed work.
- Exceptional attention to detail, with strong organizational, time management, and interpersonal skills.
- Capable of working under tight and varying deadlines.
- Self-motivated with a proactive approach.
- Ability to work independently as well as part of a small team.
- Strong prioritization skills and effective coping strategies.
- Energetic team player who is proactive and eager to drive results.
- Flexible and willing to assist colleagues as needed.
- Proficient in MS Office applications, email, and Internet usage.
- Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility.
**Responsibilities:**
- Plan multiple events throughout the year across two venues.
- Serve as the first point of contact for all enquiries via phone or email (for conferences, events, and meeting bookings), handling these inquiries promptly and professionally, with a focus on accuracy and attention to detail.
- Create event proposals tailored to client requirements and present them within tight timelines.
- Oversee large-scale event planning and execution, ensuring seamless coordination and delivery.
- Manage client site visits.
- Draft contracts for clients that detail specific event requirements.
- Develop an understanding of the client's objectives and ensure event delivery aligns with these goals.
- Produce and maintain timelines for each event, ensuring that on-site proceedings run smoothly with respect to setup and changeovers.
- Generate deposit invoices for events for payment prior to client arrivals.
- Organize one-on-one meetings with clients in the lead-up to events to finalize details.
- Collect final attendee numbers by the required deadline and notify all relevant departments.
- Gather wine and menu choices along with any dietary requirements promptly, enabling departments to order supplies and organize staff schedules.
- Maintain working relationships with internal and external vendors/suppliers, coordinating outside vendors/entertainment, including catering, photographers, musicians, performers, and guest speakers.
- Build strong relationships with event organizers and encourage regular visits to the college.
- Communicate with internal teams regarding room setup, catering, cleaning, and AV requirements.
- Use initiative and think creatively to continuously improve the client event experience.
- Oversee events on the day, including problem-solving, welcoming guests, directing event setup, coordinating with staff, and managing external vendors.
- Meet and greet clients upon arrival, ensuring all meeting spaces are in order.
- Address client feedback and concerns, making adjustments as needed.
- Conduct a final meeting with the organizer following the event to discuss any feedback or improvements with the Domestic Teams.
- Evaluate event outcomes and implement improvements for future events.
- Provide accurate feedback on client experiences and events, and support other team members when necessary.
- Keep forecasts up to date for reporting to the Head of Sales.
- Assist in growing the college's social media channels and engage with audiences regularly, informing them about news and events.
**General Tasks:**
- Assist other team members with bookings, catering details, menus, and rooming lists.
- Support with any other day-to-day ad-hoc duties and requests.
- Liaise closely with other departments in weekly Domestic Meetings concerning upcoming events.
- Ensure GDPR guidelines are adhered to and that the Record of Processing Activities (ROPA) is compliant.
- Understand health and safety regulations in the context of venue and event management.
- Ensure that the college and its facilities comply with MIA and AIM standards to maintain accreditation.
The salary is 32,898 P/A and is based on 36.25 working hours.
Benefits of working with us:
* Free meals whilst on duty(staff and students eat in the magnificent Dining Hall)
* 38 days annual leave (including bank holidays)
* Discounted bus tickets to travel to work (c.5% discount)
* Interest-free loan to purchase a bicycle for work
* Discounted membership of our College gym
* Contributory University Pension scheme (Oxford Staff Pension Scheme)
