Event Executive - Permanent in Coventry

About us

The Coventry Building Society Arena has solidified its status as a UK venue, drawing over 1.3 million visitors annually with its diverse array of events. More than just a stadium, the Arena offers cutting-edge facilities, including a state-of-the-art conference centre, exhibition spaces, and onsite hotel accommodations. Whether hosting a corporate event, a major exhibition, a star-studded concert or a major sporting event, the Arena is equipped to deliver every experience with unrivalled style and precision.

As the proud home of Coventry City Football Club, the Arena is deeply woven into the fabric of Coventry’s football culture. With a rich and storied history within English football, it’s here that unforgettable goals are scored, and legendary matches unfold. The Arena stands as the heart and soul of Coventry City, where fans gather to create memories that will last a lifetime.

• Our vision is to be the UK leading multipurpose venue which offers endless possibilities.
• Our purpose is to deliver the best times for our Business, Entertainment, Sports and People.

At Coventry Arena Retail Ltd our mindset is to obsess over the customer, operate with excellence and be the best team. To achieve this, we live by our values:

• Own it
• Be relevant
• Think without limits

Overview

The Event Executive will play a key role in supporting the Event Managers with the planning, coordination, and delivery of a wide range of events, including conferences, meetings, exhibitions, and hospitality functions. This role requires a proactive, organised, and client-focused individual who is passionate about delivering exceptional events while ensuring operational excellence.

Working solely on Conference and Banqueting Business under the value of £10,000 and collectively with Event Managers on larger Events over £10,000.

Roles and Responsibilities:

• Event Coordination & Delivery
  • Support Event Managers in the planning and execution of events, ensuring all client requirements are met to the highest standards.
  • Assist in compiling detailed Event Banqueting Orders (EBOs), timelines, and operational briefs for internal teams and suppliers.
  • Liaise with clients to gather event details, confirm final requirements, and deliver an exceptional customer service experience.
  • Attend client meetings and site visits as required, ensuring accurate communication of logistics and operational needs.
• Administrative Support
  • Maintain and update event files and documentation accurately within the venue’s booking system (e.g., iVvy).
  • Process client correspondence, contracts, and paperwork in a timely and professional manner.
  • Prepare internal documentation to support the operational delivery of events, such as staffing schedules, floorplans, and setup instructions.
• On-Site Event Support
  • Provide on-the-day event support, acting as a point of contact for clients and ensuring seamless event execution.
  • Liaise with internal departments including Catering, Technical, Operations, and Front of House to ensure service excellence.
  • Support the setup and breakdown of events as needed, checking rooms and setups against client specifications.
• Client Engagement & Feedback
  • Build and maintain strong relationships with clients and stakeholders before, during, and after events.
  • Assist in gathering post-event feedback and evaluations to drive continuous improvement.
  • Support rebooking efforts by identifying repeat business opportunities and providing consistent service excellence.
• Collaboration & Team Support
  • Work collaboratively with the wider Event Management team to deliver a cohesive and professional service.
  • Assist with the coordination of contractors and third-party suppliers to ensure all services are delivered on time and to spec.
  • Participate in team meetings, training sessions, and briefings to stay updated on best practices and upcoming events.

Person Specification

• Proactive and solution-focused
• Team player with a positive attitude
• Professional, confident, and customer-focused approach
• Flexible and adaptable to changing requirements and working hours

Relevant Qualifications:

• GCSEs or equivalent in English and Maths

Relevant Skills:

• Previous experience in an events, hospitality, or customer service role is preferred.
• Strong communication skills and a professional, client-facing manner.
• Excellent organisational and time-management skills, with an eye for detail.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Competence in Microsoft Office and event management systems (experience with iVvy is a plus).
• A flexible, proactive, and team-oriented approach.

Employee Welfare

• Employee Assistance Program (EAP) – Our EAP is provided by the Retail Trust Charity and includes a 24-hour wellbeing helpline, wellness hub, counselling and financial/legal support. Our support doesn’t just focus on physical health but mental wellbeing also.
• 24 Hour GP – ZGP24 is a remote GP and second medical opinion service that provides you and your household members with timely access to medical advice, available 24/7, 365 days a year.

* Welfare support services are reviewed annually and may change from time to time.