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Delegate Manager

Reference No:




Surrey/ Hybrid

Up to £35,000 per year

Our clients are – a full-service engagement agency delivering magic for audiences in virtual, hybrid and live events, strategy, content, production, and technology. They help to solve complex brand, communication, engagement, and logistical challenges for some of the world’s leading organizations and the primary experience, know and focus is on the healthcare sector.

Job purpose:

To lead the delegate area on each assigned project or workstream creating, maintaining and successfully delivering the event registration, attendee management and technology services. Acting as an ambassador, both internally and externally, and working collaboratively with stakeholders at all levels.

Key responsibilities and accountabilities:


  • Work closely with the governance team to ensure all processes and templates are being used and

  • Ensure compliance with all client and company SLAs

  • Data privacy:

  • Manage all client and attendee data in a sensitive and careful manner utilizing all

  • Take responsibility for monitoring and training new team members where required on data-

  • Promptly flag to line manager or operations lead any concerns regarding data privacy

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

Client Management

  • Lead client update calls for assigned projects confidently delivering the status of the Delegate

  • Suggest and implement process improvements for client processes & procedures

  • Demonstrate and in depth understanding of the client business

  • Pro-actively communicate with clients to resolve queries/challenges on allocated projects

  • Supporting as required in the preparation of RFP responses & pitch documents Operations and

  • Attend ‘kick-off’ meetings internally and externally to understand all requirements for assigned

  • Gain all required information for assigned projects based on detailed knowledge of processes and

  • Produce project timeline in conjunction with assigned Project Manager, including all major

  • Ensure all supplier deadlines for assigned projects are met and develop excellent supplier relationships

  • Ensure that the project is delivered within time frames specified

  • Communicate project expectations to clients in a timely manner

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

  • Using a commercial mindset, support the company and clients in achieving the best value on

Delegate Management-Specific

Responsibilities and accountabilities:

  • Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all members of the team are following the correct processes and SLAs

  • Create & maintain effective delegate communications throughout the lifecycle of the project

  • Take responsibility for prompt and accurate client updates of registration data and summaries

  • Proficient in the use of the preferred event technology solutions including:

  • Creating reports (standard- and client-specific)

  • Creation, maintenance and use of invitation lists

  • Intermediate capabilities with content update (incl. some HTML knowledge)

  • Understanding of multi-path registration flows incl. travel & hotel modules

  • Creating & managing event emails

  • Strong data analysis skills – filtering and summarizing data

  • Advanced proficiency in Microsoft Excel

  • Ensure all websites are effectively tested and documented, including client feedback

  • Manage, check and cleanse all external data received from clients and/or suppliers

  • Manage the delivery of status reports, progress reports, post-event reports & supplier

  • Full understanding of industry- and client-specific reports required for such purposes as internal

  • Ensure post-event reconciliations are provided accurately and within client SLAs, clearly showing

  • Lead the creation & management of post-event surveys working with internal teams to produce


  • Work collaboratively with Board, Peers and all teams to ensure effective delivery of all client

  • 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.

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