Events Coordinator

Recruiter
Unitemps
Location
Warwickshire
Salary
11.60 - 13.00 GBP Annual + GBP11.60 - GBP13/hour Includes holiday pay
Posted
13 Mar 2019
Closes
21 Mar 2019
Job Type
Executive
Contract Type
Temporary
The Role:

Are you experienced in event management?

Do you have significant previous experience in an administrative role?

Warwick Business School are seeking to appoint an Events Coordinator to work alongside the WBS Executive Office Senior PAs and Executive Assistant & Office Manager, to play a key role in the delivery of events across the school, as well as providing administrative support and assistance for the Senior Management Team.

The ideal candidate will possess strong interpersonal and communication skills and have the ability to communicate with tact and sensitivity with internal and external stakeholders. You would also have the ability to build and maintain effective relationships with academics, alumni, colleagues, service providers and the public. A working knowledge of is desirable.

Working alongside the WBS Executive Office Senior PAs and Executive Assistant & Office Manager this post will play a key role in the delivery of events for the School. The purpose of this role is to plan, co-ordinate and implement a comprehensive events programme for WBS Executive Office and School-level.

To be an informed contact for the WBS Executive Office as well as providing professional administrative support and assistance for the Senior Management team.

Duties and Responsibilities:

- Event Planning:

• To work with the Senior PAs to organise and manage the annual programme of the WBS Executive Office and School-level events calendar (such as Distinguished Lectures at the Shard, Bank of England receptions, Graduation and networking events), ensuring all deadlines are met and each event is delivered efficiently and within budget

• Liaise with academics and professional services staff and speakers

• Work with the Senior PAs to ensure the best and most appropriate venues and catering are sought

• To co-ordinate the logistical aspects of all WBS Executive Office and School-level events and activity, including taking bookings, receiving delegate payments, creating of delegate lists and conference packs, planning logistics well in advance (including full briefings for staff responsible)

• In conjunction with the Senior PAs, create event schedules, involving checklists, to ensure attention to detail and all planning takes place to an agreed schedule

• To act as first point of contact for WBS Executive Office and School- level events, via email, telephone or letter, and to ensure correct information is provided to enquirers

• Handling catering for internal and external events using University-based and external suppliers

• Working collaboratively with other university departments (in particular University Executive Office and External Affairs) to ensure a co-ordinated approach to events and activities

- Event Management:

• Set up and run events in a professional manner and to be the main point of contact during the event (some of which are off-site)

• To work with the Senior PAs to ensure that events are run smoothly and to time in an efficient and professional manner

• Identify and build relationships with potential speakers

• Manage event attendance and ensure all leads are followed up by maintaining an events database

- Post Event:

• To summarise performance of events against initial objectives and budget

• To collate and interpret critical feedback from alumni, donors and associates to inform process improvements and future event planning

• Monitor success of events against event objectives and provide feedback to ensure continuous improvement

- Financial Responsibilities:

• To work with the Senior PAs and the Finance Office to identify and negotiate contracts with external suppliers for events, ensuring all necessary financial regulations are adhered to

• To be responsible for purchases made for WBS Executive Office and School- level events including raising purchase requisitions, making payments via credit card, and processing expense claims for internal and external staff

• To support the Senior PAs in tracking spending against budget for individual events and to take appropriate actions to ensure budgets are not exceeded

- Marketing & Publicity:

• To assist the Senior PAs in producing and coordinating marketing and publicity mailings for WBS Executive Office and School-level events accurately and to tight deadlines - including generating data, mail merging, formatting letters, mailing letters or group emails

• Ensure that all materials generated for the event are high quality, relevant and on brand

• Ensure that high quality pre and post information are sent to attendees/participants

- General Office Administrative Support:

• Provide high level administrative support for the office

• To support the Executive Office Senior PAs - arranging team meetings, away days and other team activities, including agenda setting and minutes, booking rooms and booking/collecting equipment. Coordinating travel plans and providing information when requested

• Undertake any other duties as directed by the Executive Office Senior PAs or members of the Executive and Senior Management team

Skills and Experience:

- Essential

• Educated to at least A level or equivalent

• Experience of event management including the planning, co-ordination and delivery of events

• Significant previous experience in an administrative role

• Experience of working as part of a team in a busy, customer- focused service environment

• Strong IT skills. An excellent working knowledge of Microsoft Word, Excel, PowerPoint and web management

• Strong interpersonal skills and the ability to communicate with sensitivity, tact and discretion with internal and external stakeholders

• Excellent verbal and written communication skills

• Excellent organisational skills and the ability to manage priorities effectively

• Ability to build and maintain effective relationships with academics, alumni, colleagues, service providers and the public

• Experience of working for more than one person at the same time and working to tight deadlines

• The ability to work on their own initiative and understand the importance of confidentiality

• Good team player

- Desirable

• An understanding of the WBS structure, relevant University structures and those of relevant external bodies and stakeholders would be advantageous

• A working knowledge of Dotmailer

Location: Executive Office, Warwick Business School, The University of Warwick

Additional information: Expenses will be paid for events that take place away from the University.

Working hours: 09:00 -17:00, Monday to Thursday, 9:00 - 16:00 Friday