Event Supervisor

Event Supervisor

As an Event Supervisor, you will work closely with the Event Manager to guide, inspire, and develop the Events Team to deliver exceptional client service. You will be responsible for fostering strong relationships with internal stakeholders, working collaboratively across departments to ensure a flawless client experience. Additionally, you will continuously innovate and improve the services offered by the Events Team, adding value to the contracts we manage. When issues arise, you will work alongside the Event Manager to resolve them swiftly, ensuring complete client satisfaction.

Main Duties

• Provide a professional and efficient service at all times, responding proactively to client needs.
• Coordinate with multiple teams, including Conference Services, Reception, Catering, Chefs, and external suppliers, to ensure seamless event delivery.
• Oversee dietary requests, special requirements, and table settings, working closely with the team to meet client specifications.
• Maintain a strong understanding of menus, pricing structures, invoicing, and event logistics.
• Be familiar with different room setups and layouts, ensuring events are organized for maximum efficiency and aesthetic appeal.
• Print necessary materials like menus, allergy cards, name tags, and other client-specific items.
• Lead walk-arounds with assistants and hosts, ensuring confidence and adherence to event protocols.
• Assist with various event-day tasks, including welcoming guests, managing wayfinding, serving as a fire warden, and overseeing the cloakroom.
• Take a proactive role in your own professional development, always seeking opportunities to expand your skill set.
• Handle all incoming event-related calls with a courteous and professional manner, ensuring all inquiries are answered promptly.
• Manage inboxes and keep accurate, up-to-date event records.
• Maintain a strong working knowledge of EMS booking systems, reporting procedures, and company protocols.
• Ensure the event schedule is maintained and that all logistical details are attended to in a timely manner.
• Regularly inspect event spaces, ensuring they are clean, well-maintained, and any issues are reported and resolved.
• Be adaptable to varying work hours based on event timings, including early starts and late finishes.
• Foster effective communication within the team and with management to ensure smooth operations.
• Ensure Health and Safety standards are followed rigorously at all times.
• Address any client service issues promptly, ensuring both client satisfaction and company standards are met.
• Assist in onboarding new team members, ensuring they are well-versed in company policies and event procedures.
• Uphold the values and service standards in every client interaction.

Leadership & Development

• Lead by example, demonstrating high standards of service and inspiring the team through strong leadership and effective delegation.
• Take responsibility for personal development and seek out opportunities for learning and growth.
• Maintain an enthusiastic and professional approach, always striving to deliver the highest level of service.

Organisational & Planning Skills

• Demonstrate excellent organisational and time-management skills, ensuring all tasks are completed efficiently and to a high standard.
• Keep a keen eye on detail and maintain high standards across all aspects of event delivery.
• Adapt to changing needs and requirements, ensuring service delivery is consistently at a high level.

Skills & Experience

• Experience managing a team in a high-end corporate or hospitality environment.
• Strong background in customer service, particularly in managing high-profile events or clients.
• Ability to lead and motivate a diverse team, fostering a culture of collaboration and excellence.
• Experience working with event management systems (EMS, Vicinitee, Condeco, etc.) and Microsoft Office Suite.
• Knowledge of health and safety procedures, employment legislation, and HR processes.

Qualifications

• Proven experience in event management or a similar service delivery role.
• Strong understanding of client-facing roles and the importance of service excellence.
• Familiarity with Health & Safety regulations and the ability to apply them effectively in the workplace.