Event Executive

Reporting to The Head of Events and Event Managers, the Event Executive is responsible for supporting the team with promotion, administration, project management and event delivery to assist in effective event delivery for both client and Don’t Panic owned events.

Responsibilities include:

  • Deliver high quality levels of customer service in keeping with the Don’t Panic brand and ethos
  • Accurately record all activity and clean databases as required
  • Negotiate agreements with suppliers, venues and subcontractors to secure hires, products and services at the lowest cost while maintaining the highest quality
  • Assist the Don’t Panic team to create and deliver appropriate event solutions
  • Manage communication between clients, the agency and suppliers to ensure effective event delivery
  • Source and secure venues and catering at the best possible rates and at appropriate minimum numbers on favourable terms including    production of venue search reports
  • Source, manage and delivery of event infrastructure including AV, branding and entertainment ensuring the highest quality is delivered to          our clients at the best possible prices
  • Support the Events team to create compelling, engaging content, sourcing speakers and entertainment as required
  • Manage event bookings and award entries in accordance with procedures and in an accurate manner including chasing outstanding payments ahead of shortlist announcements or event dates
  • Managing ongoing speaker liaison including creation of briefing notes, booking of travel and accommodation at the best possible rates
  • Assist with financial administration such as payments, invoicing / collection of income / chasing payments to secure best possible prices    and reduce non-payments and help aid cash flow
  • Work with the marketing team to deliver marketing materials including websites and event collateral
  • The preparation of Risk Assessment Method Statements, Event Plans, Emergency Procedures as required – to be signed off by an Event Manager
  • Contribute to producing effective project plans, identify tasks, manage execution and delivery and ensure milestones are achieved
  • Manage the creation and distribution of event briefing documents
  • Manage event bookings, ticket sales and registration to ensure a seamless delegate booking experience, accurate records and provide high levels of delegate liaison
  • Assist with the production of presentations and scripts to ensure professional event delivery
  • Accurately complete time sheets on a weekly basis
  • Deliver effective post event evaluation with all client and Don’t Panic events to ensure effective continuous improvement
  • Any other duties in keeping with the position

Job Requirements

  • University degree or relevant work experience
  • Ability to develop professional relationships in all aspects of the position that resulting stable, consistent, reliable and courteous communications with all parties
  • Ability to multi task across numerous complex projects with varied deadlines
  • Ability to effectively project manage complex jobs
  • Ability to problem solve and work independently
  • Excellent organisational, planning and project management skills
  • Proven ability to take direction and input and develop and deliver exceptional events that achieve both Don’t Panic and client objectives
  • Ability to prepare accurate budgets and manage expenditure
  • High level of written and verbal communication skills
  • Excellent attention to detail
  • Strong IT skills including Microsoft Office, Keynote and social media Channels
  • Effective time management skills
  • Driving licence and access to a car
  • Willing to travel and flexibility around working hours

Benefits

We offer 22 days paid holiday plus bank holidays and shutdown at Christmas. Our office hours are 8.30 – 4.30 with flexibility around these hours. There is free parking and additional benefits include a pension scheme, birthday day off, limitless supply of coffee from our Nespresso coffee machine and breakfasts on Mondays!

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