Conference & Events Manager

Oxford, Oxfordshire
Planet Recruitment

Position; Conference & Events Manager

Location; Oxford

Salary; 33,000 circa per annum

Planet Recruitment have registered an exciting new permanent opportunity in the city centre of Oxford for a Conference & Events Manager on a permanent basis.

The working hours for this role will be 36.25 hours per week which will involve working some weekends during conference season.

Main responsibilities;

• Planning multiple events throughout the year over two venues
• Be first point of contact for all enquiries over phone or email (conference, events, meeting bookings), handling these enquiries in a prompt and professional manner, ensuring accuracy and attention to detail
• Creating event proposals which fit client requirements and presenting proposals within tight timelines
• Overseeing large event planning and execution, ensuring seamless co-ordination and delivery
• Manage client site visits
• Create contracts for client detailing specific requirements for event
• Developing an understanding of the client’s objectives and ensuring event delivery is aligned
• Produce and maintain a timeline for each event ensuring that the onsite events run accordingly with set up changeovers in mind
• Generate deposit invoices for event for payment before client arrives
• Organises 1 to 1 meetings with client in run up to event to prepare final details
• Obtain final numbers by required deadline and notify all departments
• Collects wine and menu choices along with any dietary requirements in timely manner for departments to order in supplies/organise staff rotas
• Maintaining a working relationship with internal and external vendors/suppliers. Co-ordinating any outside vendors/entertainment, including catering, photographers, music, performers, guest speakers etc.
• Build strong relationships with organisers and encourage regular visits to the College
• Communicating with internal team on room set up, catering, cleaning, and AV requirements
• Using initiative and thinking outside box constantly to improve client event journey
• Overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organising external vendors
• Meet and greet with client when they have arrived, making sure all meeting space is in correct order before their arrival
• Taking on feedback and client concerns and adjusting accordingly
• Close off an account with final meeting with organiser, following up on any comments or improvements with Domestic Teams
• Evaluating event outcomes and implementing improvements for future events
• Providing accurate feedback on client experience and events as well as support to other team members where necessary
• Keep forecast up to date for Head of Sales reporting
• Help grow the social media channels and engage with social media audiences on a regular basis, informing of news and events in College

Experience / Qualifications;

• Experience of event management, including initial proposal writing, selling of the venue and its products, planning, delivery, and evaluation for online, in person, and hybrid events
• Experience of working in a customer facing role, including managing wide range of enquiries particularly by telephone and email
• Ability to nurture good relationships with clients and suppliers, excellent interpersonal skills with an ability to communicate clearly and confidently with a wide range of individuals, including high profile VIPs
• Proven ability to organise own workload effectively: to manage deadlines which are frequently tight and produce accurate, detailed work
• Excellent eye for detail, with strong organisational, time management & interpersonal skills
• Able to work to tight and varying deadlines
• Self-motivated with a proactive approach
• Ability to work both independently and as part of a small team.
• Ability to prioritise work load and has effective coping strategies
• Team player who is proactive and energetic and keen to make things happen
• Flexible and willing to contribute by helping others
• Working knowledge and experience of MS Office applications, email and the Internet
• Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility

Commutable locations;

Oxford, Botley, Abingdon, Didcot, Banbury, Bicester, Cowley, Headington, Wantage

INDCOM

Planet Recruitment acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Planet Recruitment is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Planet Recruitment. Our Candidate Privacy Information Statement explains how we will use your information.

Only candidates with the relevant skills and experience will be contacted after application, if you do not hear back from us within 7 days you have unfortunately been unsuccessful in your application.

Please note that no terminology in this advert is intended to discriminate on the grounds of a person’s gender, marital status, race, religion, colour, age, disability or sexual orientation. Every candidate will be assessed only in accordance with their merits, qualifications and abilities to perform the duties of the position.