Office Meeting

Project Executive

Reference No:

Location:

Salary:

1066

East London (Flex)

Up to £32,000 per year



Client


Our long standing and very special client deliver events and experiences that Excite, Engage and Exceed audiences all over the world. Each year, their Meetings & Events division delivers more than 35,000 unique events to almost one million participants with our staff of 1400+ professionals in 65+ countries. Impressive hey!!


Purpose


The Project Executive is responsible for supporting with successful delivery of event projects on time and on budget, maintaining effective day to day contact with a range of clients and colleagues and communicating with other teams to ensure effective working. For some assigned events, the Project Executive will be the key day to day project contact for the client.

Close working with the Live Event, Venue Sourcing and SMM teams to achieve client goals, business targets, maintain repeat business in line with individual development plan and set objectives.

Specifically, the Project Executive will:

  • Support with and undertake successful delivery of assigned live event projects to the highest service standards.

  • Manage a range of project tasks to ensure deliverables are on time, on budget and on brand;

  • Obtain venue options for clients and act as liaison between client and venue, in some circumstances working closely with the internal venue find team.

  • Support development of strong relationships with new and existing clients to encourage account growth, as part of a team.

  • Work with the Account Management team to provide guidance around the use of the full range of M&E services provided by Meetings & Events to encourage upsell.

  • Be an ambassador for the Meetings & Events brand able to enhance and uphold our brand reputation in the industry.



Key Accountabilities


  • Build and maintain strong relationships with all key account contacts, demonstrate a thorough understanding of the client business and corporate objectives, and influence client thinking in a way that mutually benefits the client

  • Support the project management of a range of simple live event projects to ensure client service satisfaction, manage performance to agreed client service level agreements, ensure successful project delivery on time and on budget and achieve pre-agreed event profitability targets;

  • Support event project tasks including initial brainstorms, kick off meetings, project plans, budgets, timelines, taking and distributing contact reports for internal and external meetings, management of team hours, delegate management and onsite event management, as well as other event tasks required to deliver the project to an excellent standard;

  • Source suitable venues for clients’ conference/Meetings/Events, prepare client venue proposal in suitable format and act as liaison between the client and the venue. Process all confirmations, amendments and cancellations;

  • Ensure new enquiries are input into in house system and ensure efficient turnaround on enquiries meeting internal and client SLAs. Follow set process/policy attributed to each client. Ensure events are reconciled and past by due dates for processing/payment, with in house system updated with final details.

  • Work with the event teams to deliver event project tasks including proposal generation, statement of work and service level agreements. Where the project warrants it, work alongside internal colleagues including production, creative, strategy, registration and IT in order to achieve excellent results;

  • Ensure client brand objectives and messaging have been achieved and all branded materials comply with brand guidelines where possible;

  • Ensure that quality processes and tools are incorporated into all daily activities to drive process efficiencies and maintain the highest client service standards;

  • Ensure contingency plans are created and in place to effectively manage crisis situations and support business continuity related to all allocated client accounts;

  • Manage venues, undertaking site surveys and assisting the client to make the right venue choices. Liaison with venues to ensure they are briefed and deliver an excellent service;

  • Build and maintain effective supplier relationships, manage contracting and ongoing communications with all third party suppliers, leveraging volume discounts, undertaking contract reviews, checking emergency procedures and processing third party payment requests as required;

  • Work effectively onsite running small events and supporting with larger events as required, to ensure the smooth running on the day;

  • To keep your line manager informed of any potential issues or positive feedback received;

  • Manage allocated project inboxes to ensure timely and accurate responses to clients, delegates or suppliers;

  • Manage, review and update event budgets submitting to Head of Events for approval. Finalise all post event budget reconciliations, and pro-actively chase for outstanding supplier invoices. Ensure that target margins are met and profits are achieved. Be an active promoter of increased net and gross margins;

  • Build and maintain strong relationships with all internal colleagues at the company and the broader business, and be a mentor to account teams and the wider business to promote and deliver the M&E value proposition.



This position would suit:


Project Executive, Events Coordinator, Events Executive, Senior Project Executive Events Assistant, Logistics Coordinator.