Conference and Events Manager

We are currently recruiting for a Conference and Events Manager for a prestigous college in the Heart of Oxford.\\n\\n**Essential Experience:**\\n\\n- Experience in event management, including initial proposal writing, venue sales, planning, delivery, and evaluation for online, in-person, and hybrid events.\\n- Background in a customer-facing role, managing a wide range of enquiries, particularly via telephone and email.\\n- Ability to build and maintain strong relationships with clients and suppliers, showcasing excellent interpersonal skills and the ability to communicate clearly and confidently with a diverse range of individuals, including high-profile VIPs.\\n- Proven ability to organize one's own workload effectively, manage frequently tight deadlines, and produce accurate, detailed work.\\n- Exceptional attention to detail, with strong organizational, time management, and interpersonal skills.\\n- Capable of working under tight and varying deadlines.\\n- Self-motivated with a proactive approach.\\n- Ability to work independently as well as part of a small team.\\n- Strong prioritization skills and effective coping strategies.\\n- Energetic team player who is proactive and eager to drive results.\\n- Flexible and willing to assist colleagues as needed.\\n- Proficient in MS Office applications, email, and Internet usage.\\n- Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility.\\n\\n**Responsibilities:**\\n\\n- Plan multiple events throughout the year across two venues.\\n- Serve as the first point of contact for all enquiries via phone or email (for conferences, events, and meeting bookings), handling these inquiries promptly and professionally, with a focus on accuracy and attention to detail.\\n- Create event proposals tailored to client requirements and present them within tight timelines.\\n- Oversee large-scale event planning and execution, ensuring seamless coordination and delivery.\\n- Manage client site visits.\\n- Draft contracts for clients that detail specific event requirements.\\n- Develop an understanding of the client's objectives and ensure event delivery aligns with these goals.\\n- Produce and maintain timelines for each event, ensuring that on-site proceedings run smoothly with respect to setup and changeovers.\\n- Generate deposit invoices for events for payment prior to client arrivals.\\n- Organize one-on-one meetings with clients in the lead-up to events to finalize details.\\n- Collect final attendee numbers by the required deadline and notify all relevant departments.\\n- Gather wine and menu choices along with any dietary requirements promptly, enabling departments to order supplies and organize staff schedules.\\n- Maintain working relationships with internal and external vendors/suppliers, coordinating outside vendors/entertainment, including catering, photographers, musicians, performers, and guest speakers.\\n- Build strong relationships with event organizers and encourage regular visits to the college.\\n- Communicate with internal teams regarding room setup, catering, cleaning, and AV requirements.\\n- Use initiative and think creatively to continuously improve the client event experience.\\n- Oversee events on the day, including problem-solving, welcoming guests, directing event setup, coordinating with staff, and managing external vendors.\\n- Meet and greet clients upon arrival, ensuring all meeting spaces are in order.\\n- Address client feedback and concerns, making adjustments as needed.\\n- Conduct a final meeting with the organizer following the event to discuss any feedback or improvements with the Domestic Teams.\\n- Evaluate event outcomes and implement improvements for future events.\\n- Provide accurate feedback on client experiences and events, and support other team members when necessary.\\n- Keep forecasts up to date for reporting to the Head of Sales.\\n- Assist in growing the college's social media channels and engage with audiences regularly, informing them about news and events.\\n\\n**General Tasks:**\\n\\n- Assist other team members with bookings, catering details, menus, and rooming lists.\\n- Support with any other day-to-day ad-hoc duties and requests.\\n- Liaise closely with other departments in weekly Domestic Meetings concerning upcoming events.\\n- Ensure GDPR guidelines are adhered to and that the Record of Processing Activities (ROPA) is compliant.\\n- Understand health and safety regulations in the context of venue and event management.\\n- Ensure that the college and its facilities comply with MIA and AIM standards to maintain accreditation.\\n\\nThe salary is £32,898 P/A and is based on 36.25 working hours. \\n\\nBenefits of working with us:\\n* Free meals whilst on duty(staff and students eat in the magnificent Dining Hall)\\n* 38 days annual leave (including bank holidays)\\n* Discounted bus tickets to travel to work (c.5% discount)\\n* Interest-free loan to purchase a bicycle for work\\n* Discounted membership of our College gym\\n* Contributory University Pension scheme (Oxford Staff Pension Scheme)