Events Executive

  • Contract
  • London
  • Posted 7 months ago

Haymarket Media Group

Job title:

Events Executive

Company

Haymarket Media Group

Job description

Job Description:OverviewAn exciting opportunity has arisen for an Events Executive to join our HBM Conference team.This role is a development and support role reporting into a Head of Events Operations and working with the wider team and project stakeholders.The events calendar is composed of conferences, breakfast briefings and exhibitions for Haymarket Business Media brands in their specific market sectors.. The team is a busy events division running up to 20 events a year. You will also work closely with the other Events Coordinators, Executives or Event Managers where necessary.The role is expected to be 60% portfolio based running 3 – 4 events depending on the size of the project, these are expected to be smaller, less complex, more editorial focused projects, with the remaining 40% of the role will be support based for the team and your line manager.Multitasking and managing the support elements of the role will run alongside the portfolio product aspects of the role.As an event executive you will be responsible for the complete end-to-end project management of each of the events in your portfolio, it is expected that you will need help and guidance on the role as it is a developmental opportunity. The role would include elements such as budget/financial management, event timelines, all administration and digital filing and to act as the primary liaison with brand editorial team, brand commercial team, venues, suppliers, entrants, attendees, delegates, sponsors and any other key stakeholders.As an events executive you will also be a support for the wider team on more administrative tasks where needed across the portfolio, this may mean helping with a Forum or an Awards.Sustainability is at the heart of our events, so each team member is expected to adhere to our procurement and sustainability procedures as part of their role. Five sustainability principles (Reduction, Inclusion, Transparency, Ethics, and Value) govern our events and all team members are expected to demonstrate and uphold these principles in their own work.Haymarket has a flexible working arrangement of 3 days in the office with 2 working from home, with core days in the office being Monday and Wednesday.Haymarket is a successful international specialist media company. We have over 60 market-leading brands in the consumer and B2B markets across the UK, US, Asia, India and Germany, connecting people and communities across digital, print, festivals, awards, conferences, and exhibitions.
ResponsibilitiesThe following list of responsibilities is not necessarily exhaustive, nor definitive, but serves to help you understand the nature of the role. The role would be more office based and less onsite as the projects are more likely to be editorially focused rather than full hybrid/ in person events.Financial

  • Responsible for managing P&L and budgets/expenditures and maintaining forecasts along with the prompt financial decommissioning of projects.
  • Accountable for the accurate processing of revenues from delegates and sponsors and reconcile all revenues with the event management system and management accounts..
  • Resolve any queries arising from bookings both with the relevant client and the relevant accounts team internally.
  • Support the commercial team with the accurate budgeting of all commercial partners and acting as primary/secondary liaison where appropriate.

Operational/Administrative

  • Maintaining effective working relationships with internal events, editorial and commercial teams and external contracted key suppliers.
  • Schedule and run regular meetings for your events with all relevant stakeholders in the project (including editorial, commercial, marketing, content and senior brand representatives).
  • Attend meetings and take minutes where necessary as directed by the senior team members
  • Maintain a working project file for your events on the Haymarket Events server / google drive.
  • Produce and maintain a timeline / event project plan for your projects ensuring that the event runs to schedule and deadlines are met. Working to the agreed internal plan template.
  • Provide administrative support across the portfolio with event collaterals – slides, event app building, event registration site building, joining information and brief preparations
  • Support the team with venue search and maintain the venue database
  • Be the point of contact for event sponsors or speakers regarding their involvement in any project.
  • Resolve and chase invoice queries, manage the unpaid/paid Worldpay ledger and to chase where necessary bad debt working in conjunction with Management Accounts

Event Logistics

  • Supervise the operational activities of staff assisting you on any project (these may be colleagues or temporary or freelance staff).
  • Ensure that all Health & Safety, Risk Assessment and all other relevant information for the event is delivered in a timely and correct process (e.g. dietary requirements for the event).
  • Undertake any other reasonable duties.
  • Manage the operational delivery of events and incorporate sustainability initiatives in planning and delivery
  • Support with sourcing appropriate suppliers for each event and securing the best products and services available at the best price whilst complying with Haymarket’s procurement policies
  • Provide office backup for an events manager running an event (i.e. cover their phone, take messages, collate all messages, and liaise with the events manager at the venue)
  • Supporting the other event managers where needed on specific project related tasks.

Skills / Experience / Knowledge / Minimum CriteriaYour skills, experience and knowledge/ Minimum role criteria

  • A degree is not necessary but you will have attained at least 2 A Levels (or equivalent) at Grades C or above. Common sense and a can do attitude is more important than a degree
  • A good use of the English language both written and spoken are essential for the role
  • Good time management, a sense of humour and the ability to work in a team
  • Punctuality and being organised along with good attention to detail are critical
  • Candidates should be able to keep accurate minutes of meetings
  • The successful candidate will be a self-starter and resilient
  • Haymarket Events largely uses MAC computers, with Word, Excel and Eventsforce software, but candidates should have the ability to use a Mac or PC
  • Candidates must be able to work in a highly pressurised environment and to tight deadlines
  • An interest in working in Events is essential.

We are a Disability Confident employer and offer guaranteed interviews to all disabled applicants who meet the above minimum criteria.To be considered as part of this initiative, please ensure you indicate if you have a disability when applying for the post.Why work with us?Haymarket Media Group values its people and strives to shape a better future with remarkable content. From paid content and subscription services; to integrated advertising and content marketing packages. We deliver market-leading branded experiences that inspire great decisions. From data and digital information solutions to live events, awards and professional education services.Our benefits include:

  • 25 days holiday per year excluding bank holidays (increasing 1 day per year of service up to 30 days)
  • Work from anywhere in the world for up to 3 weeks of the year with our ‘Work from Anywhere’ days
  • Flexible working hours (core hours from 10-3) allowing you the flexibility to adapt your work schedule to your personal commitments
  • Generous contributory pension scheme
  • Health Cash Plans: With our health cash plans, you can access a range of healthcare benefits, including coverage for medical expenses, dental care, optical services, and more

More about working for HaymarketPutting social and environmental responsibility at the forefront of our business we have aligned our current sustainability goals with the United Nations Sustainable Development Goals. As we serve our audiences, clients and communities, we are committed to driving the meaningful change necessary to build a better world. The principles of diversity, inclusion, respect, responsibility and sustainability are at the heart of our business.We want to support our people to balance their personal and professional lives and we believe our range of benefits encourages this. Nothing beats face-time with our colleagues to promote creativity and collaboration, we’ve therefore adopted a blended working model where full time employees can expect to spend 3 days of their week in the office and the other 2 working at a location of their choice.Haymarket is proud to be an equal opportunities employer and are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.If you need any reasonable adjustments to enable you to fully participate in the recruitment process, please contact us at [email protected].Come and join us and see for yourself how Haymarket is a rewarding and exciting place to work.

Expected salary

Location

London

Job date

Wed, 03 Jul 2024 04:38:04 GMT

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