Meetings & Events Project Assistant DMC

Travel Trade Recruitment
14 May 2017
13 Jun 2017
Contract Type
Full Time
Do you have a DMC or agency events/MICE background with good UK/London event supplier knowledge? If so then we want to hear from you for this excellent MICE Project Assistant position.

Job Role
The purpose of the MICE Project Assistant is to assist the MICE Project Manager and wider Operations Team in the planning and execution of client events, services and tour co-ordination. Duties will include, but are not limited to, contacting suppliers for rates and information, proposal writing, database management, some on-site assistance as well as other ad hoc tasks as required by the department.

The ideal candidate will come from a DMC or agency events background with a minimum of 2 years events experience required.

Key Responsibilities:

Sales and clients
*Prepare sales material including special requirements from clients and sales offices in cooperation with the MICE Project Manager.
*Provide the sales offices with needed and update information related to your area

*Work with the MICE Project Manager to understand each brief received from the sales team
*Coordinate/discuss with Sales Managers in order to clarify the project, ensuring that all required information is provided and securing any missing information from the sales team where possible
*Contacting suppliers for quotations on required services
*Ensuring all quotations and services are provisionally held at the time of enquiry with suppliers
*Prepare quotations using the internal templates and documents and according the company standards

*Occasional responsibility for planning and execution of event services on-site as directed by the MICE Project Manager
*Assisting in the preparation of all related event materials such as delegate packs, internal planning documents, itineraries, transfer/flight manifests etc.
*Ensuring that all relevant deadlines for cancellations and attrition are communicated to the MICE Project Manager once services have been confirmed
*Developing a good relationship with suppliers
*Assisting the entry of final billing information into the company database for the purposes of accurate client billing and internal accounting

Tour Co-Ordinator
*Quoting, Creating and finalising tours on the in-house system for all go ahead tours. Co-ordinate UK incoming tour itineraries and all related services, to ensure the tours are a success
*Make necessary amendments to itineraries and control changes and cancellations for smooth running of operations
*Liaise with Sales Offices and other internal departments to ensure that requested services are booked and confirmed within the required deadlines
*Prepare all necessary documentation for the Tour Conductor, Guide or Assistant and ensure they receive this in good time before the arrival of a group
*Ensure all RFP's are replied to and necessary follow-up is processed

Additional Roles
*Representing the company on-site at client events, trade shows, site inspections, supplier meetings and FAM Trips.
*Actively develop personal knowledge of the company's preferred suppliers and further development of additional suppliers
*Ad hoc assignments as required by the business

Desired Attributes:
*A good level of knowledge of London and its event suppliers would be highly beneficial and a willingness to develop this knowledge is essential
*Creative, proactive, an eye for detail as well as a positive attitude.
*Able to work under own direction and manage own workload when required
*Owning the responsibility and taking control of assigned tasks
*Organised, structured and good at planning skills with focus on details
*Flexible and open to changes
*Practical problem solver

The successful candidate can expect a competitive salary of up to £25k depending on experience along with the chance to work for a friendly and dynamic company with good career opportunities. Please apply only if you meet the job requirements.