TALENT OPPORTUNITIES

Delegate Engagement Co-ordinator

Location:
Salary:
Reference:

Surrey

£25k

943

Role Description

Attendees need to feel engaged not just ‘booked’.


We are seeking a very personable, talented Delegate Engagement Coordinator.

Our client is a full-service engagement agency delivering magic for audiences in virtual, hybrid and live events, strategy, content, production, and technology.

A communication, engagement, and logistical agency for some of the world’s leading organizations.

Solving complex brand, communication, engagement, and logistical challenges for some of the world’s leading organizations.



Job purpose:


Technology-Specific
To support the Delegate Technology Engagement team in the creation, management, and delivery of required event technology before, during and after allocated events. To lead small/medium projects, or workstreams within larger programmes working closely with the delegate engagement and project management teams.


Responsibilities and accountabilities:

  • Learn and become proficient in the use of all preferred event technology software solutions including Cvent, 6connex, Aventri, crowdcomms and bespoke web-based systems.

  • Support in the management, development and launch of event technology solutions including registration websites, virtual environments and apps

  • Work with Senior Delegate Engagement Manager to prioritize workload in time sensitive situations and work on multiple projects

  • Show some understanding and market awareness of other event technology solutions

Delegate Management-Specific  
To support the Delegate Engagement team in the creation, management and delivery of event registration and data capture before, during and after allocated events. To lead small/medium projects, or workstreams within larger programmes working closely with the delegate management, technology and project management teams.


Responsibilities and accountabilities:

  • Support in the management of personal, client-specific, and meeting-specific shared inboxes

  • Support in the management of all delegate communications, ensuring responses to all delegate queries are actioned in a timely manner

  • Support in the management of all communications of delegate status updates to clients in a timely manner

  • Support in the management of ongoing communication of data to suppliers within project timeframes

  • Proficiency in the day-to-day use of preferred event technology solutions

  • Support in the management, checking and cleansing of all external data received from clients and/or suppliers

  • Support in the management and delivery of status reports, progress reports & supplier reports as standard

  • Ensure an understanding of client-specific reports required for such purposes as internal auditing, TOV (Transfer of Value) reporting, HCP (Health Care Professional) reporting and data reporting

  • Support in the finalisation of all post-event reporting for reconciliation purposes and collation of post-event survey results (if applicable)

  • Support in the client reconciliation process ensuring client SLAs and accurate charging of costs.

Other Key responsibilities and accountabilities:


Governance

  • Liaise with Governance team to ensure any process or template updates are communicated

  • Ensure compliance with all client and company SLAs

  • Data privacy:

  • Ensure compliance with all client and company privacy and security protocols

  • Ensure compliance with GDPR 2018 regulations

  • Flag to Line Manager or Operations Lead any concerns regarding data privacy immediately

  • Follow all company processes, including client-specific PL360 templates and processes as required

Client Management

  • Support Delegate Engagement Leads in preparation of data for client/project status meetings

  • Attend client meetings, calls and reviews as required

  • Suggest improvements for client/project processes

  • Communicate with clients on allocated projects by phone & email

Project Delivery

  • Support the Delegate Engagement Leads in the planning and scheduling of project timelines and milestones using appropriate tools. Ensuring that the project is delivered within time frames specified

  • Support in the communication of project expectations to clients in a timely manner

  • Attend ‘kick off’ meetings to ensure full understanding of project requirement and delivery timeframes

  • Travel to assist client Events onsite (this could be worldwide)

General

  • Work collaboratively with Board, peers and all teams to ensure effective delivery of all client projects, including travelling on site as required.

  • Attend company training days as and when required.

  • Attend company meetings as and when required.

  • Undertake any additional task as required to support the business.

  • Live company values everyday: eenjoy what you do, never be afraid to positively challenge and go the extra mile to exceed the client expectations adding wherever possible a little touch of magic!

This position would suit: Delegate Management Coordinator, Delegate Manager, Delegate Assistant, Assistant Delegate Manager, Delegate Engagement Manager, Delegate Engagement Coordinator, Delegate Coordinator, Delegate Executive.



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