Conference & Events Executive

About the Role

Reporting to the Conference Commercial Manager, the Conference Executive role is predominantly a customer facing role including sales, administration and exceptional customer care.

About Us

Haynes Motor Museum is the UK’s largest motor museum and a leading independent charity. We celebrate the past, present and future of motoring through exhibitions, learning and events that inspire curiosity, creativity and community engagement. As one of the leading museums and visitor attractions in the South West, with 125,000 visitors annually, you will join a dynamic and engaged team of over 120 staff and volunteers. Haynes Motor Museum was established in 1985 by John Haynes OBE and is home to the UK’s largest exhibition of cars and motorbikes dating from the present day back to 1898. The Museum is a registered charity and has three core objectives: Preservation and Conservation of our Collection; Education which is delivered through multiple channels. In support of the charity, the Museum also operates a Trading Company which comprises: Haynes Heritage Engineering, Conference and Events, Café 750 & The Museum Shop and Online Retail.

About You

You will be a motivated, practical and enthusiastic individual with strong organisational skills and a genuine interest to incorporate events and delivering excellent customer service. Ideally, you will have experience in event coordination and enjoy being part of a busy and dynamic team. Confident and professional, you will be comfortable working with clients, suppliers, contractors, visitors, and colleagues across the Museum. You will work closely with the Conference Commercial Manager to ensure the Museum’s conference and event spaces achieve their full revenue-generating potential through proactive sales activity, strong client relationships, and thoughtful upselling of products and services. You will also take responsibility for the end-to-end administration of bookings, ensuring accuracy, efficiency, and clear communication across departments. Working closely with the Hospitality Team Leader, you will ensure all front-of-house requirements are clearly briefed and delivered to a high standard.

Primary Purpose of the Role

• Manage conference and meeting enquiries from initial contact through to event delivery, ensuring all enquiries are responded to within 24 hours.
• Conduct tours of the venue spaces, showcasing facilities and unique selling points.
• Produce accurate documentation including contracts, terms and conditions, and invoices, ensuring timely issue and return.
• Plan, coordinate and deliver meetings, conferences, and functions to a high standard, exceeding client expectations.
• Resolve any booking conflicts in a timely and sensitive manner, maintaining client trust.
• Monitor invoicing and proactively follow up payments in line with agreed timeframes.
• Undertake sales and business development activity, including regular sales calls to prospect and existing clients.
• Work with the Conference Commercial Manager to identify and develop new business opportunities.
• Attend and represent the Museum at trade shows, networking events, and exhibitions.
• Support marketing activity by providing content, imagery, and promotional input.
• Build strong relationships with both existing and prospective clients, obtaining client feedback, to discuss within the team and take appropriate action to make improvements.
• Lead weekly operations meetings to ensure departments are briefed in full of events and their requirements.
• Prepare staff rotas for events, ensuring appropriate coverage and efficient resource allocation.
• Liaise with, negotiate, and secure third-party suppliers, managing bookings, availability, and service requirements to ensure seamless event execution.
• Answer telephone enquiries for the conference department and other Museum areas as required.

Skills & Personal Specification

• Experience in a business-to-business customer-facing role, ideally within events, hospitality, or conferencing.
• Strong organisational and administrative skills with excellent attention to detail.
• Confident communicator with strong interpersonal, team working and relationship-building skills.
• Ability to manage multiple enquiries and priorities in a fast-paced environment.
• Sales-minded approach with a focus on maximising revenue and customer satisfaction.
• Experience of invoicing, contracts, or financial administration.
• Flexible approach to working hours, including evenings and weekends.

• Experience coordinating meetings, conferences, or corporate events.
• Knowledge of hospitality or venue-based operations.
• Good IT skills, including confidence using Microsoft Office.
• An interest in museums, heritage, or cultural venues.

Hours and Structure

Full time, 40 hours per week, including some weekends and evenings. Salary range £27,000 to £29,000 per annum, dependent on experience. Location: Haynes Motor Museum, Sparkford, Somerset BA22 7LH. Contract: Permanent.

Benefits

• 29 days holiday per year, increasing with service.
• An extra day off for your birthday.
• Staff discounts in the Café and Shop.
• Free on-site parking.
• Free Museum entry for you and your family.
• Ongoing training and professional development.

Next Steps

Please submit your application and any enquiries to Natalie Mackay at natalie.mackay@haynesmuseum.org. Please enclose a CV along with a covering letter (no longer than 2 pages) explaining how your personal skills, qualities and experience provide evidence of your suitability – and your passion – for this role. Applications and interviews are being shortlisted on a rolling basis, so get in touch ASAP to avoid disappointment. We will have a two-stage interview process. The second interview stage includes a trial shift as well as meeting the wider Museum and Conference team. We understand that no one fits the job description perfectly, and that people can be put off applying for a job if they don’t tick every box. But we are eager to learn how your unique talents, strengths and skills can contribute to our goals. Please go ahead and apply; you may be exactly who we are looking for. We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.