Events Coordinator - Events/Roundtables/Awards (Graduate)

Media Search Inc.
11 Feb 2017
11 Mar 2017
Contract Type
Full Time

Events Coordinator - Events/Roundtables/Awards (Graduate)

London (City)

£23,000+ Bonuses

Overview of the Role… Assisting the event operations team in delivering a series of global events from small roundtable meetings up to conferences and awards dinners for over 1000 people.

Job Specification:

n Supporting the event logistics for all conferences, award ceremonies and meetings

  • Delegate management including badges and registration, delegate lists and delegate communication
  • Managing the inventory new conference materials including lanyards, badges, labels and signage; liaising with and managing relevant suppliers
  • Travel - managing staff and speaker travel and accommodation.
  • Communications with delegates

n Roundtable VIPs acquisition and management:

  • Manage the VIP recruitment campaign for their exclusive global round table programme
  • Managing and creating data sets based on client briefs
  • Liaising with customers and partners to ensure a positive experience
  • Educating C-level prospects on the value of the client.
  • "Multi-channel" follow-up - to ensure a defined number of delegates are attending the roundtable

n Awards coordinator

  • Partner management - communication and successful delivery of contract
  • Guest book/Programme - producing flat plans and design/print
  • Sourcing supplies within budget and booking - table centres, casino etc
  • Charity management onsite as well as other duties
  • Updating and inputting into the CRM system
  • Liaising with customers to ensure a positive experience


n Data and CRM:

  • Constant use of the company CRM (Salesforce) to manage data
  • Inputting and updating contact data
  • Data analysis and management

n Customer services:

  • Contacting customers to attend free events and roundtables
  • Liaising with customers for basic event information such as times, dietary requirements, travel and accommodation

n Event logistics

  • Print and design management
  • Events inventory management
  • Travel management for internal and external stakeholders
  • Signage, badging, banners and on site branding
  • Welcome and registration onsite at some events

Person Specification

n Educated to degree level

n One or two years’ experience in junior events role which involved a lot of customer Extremely well organised with an ability to manage several projects at once

n Articulate and literate

n Able to travel internationally when required, often outside normal working hours

n Good personal presentation and ability to communicate well at all levels

n A team player, self-starter, desire to contribute to an exciting growing business

n High energy and positive attitude

n Creative approach

n Able to build credibility with senior executives