Event Executive

Jacobs Media is Europe’s largest Travel & Hospitality B2B media company. Our market-leading products in print, digital and face-to-face events connect and inspire professional audiences, enabling smarter business decisions and helping to build powerful professional networks. Across the world we deliver more than 150 events every year, attracting over 10,000 delegates and guests. These range from intimate dinners and breakfast briefings to large-scale, high-profile occasions such as the Globe Travel Awards and The Cateys. Our international marketplace events from Connections and Connecting Travel bring together senior global decision-makers in luxury settings to do business and create lasting relationships. We publish over 150 magazines, supplements, guides and directories, including flagship weekly titles Travel Weekly and The Caterer, alongside specialist brands such as Aspire, Travolution and Connections.

The Connections team is a specialised, in-house, full-service event management team responsible for delivering high-quality networking marketplaces, social events and exhibitions around the world.

The Role

An Events Executive plays a key role in supporting the planning, coordination and delivery of events. Working closely with the Events Manager and wider team, they help ensure that all logistical and operational aspects of an event run smoothly and efficiently. While the role is typically more operational and less senior than an Events Manager position, it still requires excellent organisational, communication and multitasking skills, as well as the ability to work effectively under pressure.

Key responsibilities

• Acting as the main point of contact for sponsors and exhibitors
• Handling incoming enquiries and general correspondence
• Assisting colleagues with pre-event preparation, customer communication and on-site event delivery
• Coordinating event logistics, working closely with internal teams and stakeholders, event venues, speakers, hotels and third-party suppliers
• Compiling and maintaining event lists, timelines and schedules
• Venue sourcing, negotiation and liaison – identifying suitable event locations with an understanding of the current marketplace
• Corresponding with speakers and supporting conference agenda management
• Identifying potential event locations and venues that best meet event objectives and requirements
• Preparing event materials including invitations, delegate lists, name badges and promotional or sponsorship collateral
• Supporting the contracting, negotiation and coordination of suppliers and service providers
• Managing or supporting on-site event delivery, ensuring all supplier requirements are met on time
• On-site guest and attendee management, including guest lists and RSVPs
• Providing support with registration, badging and check-in processes
• Assisting with guest accommodation, transportation and on-site support
• Managing post-event follow-up activities, including gathering and analysing feedback, producing reports and recommendations for future improvements
• Supporting attendance analysis and ensuring all invoices are processed and paid
• Attending events, both internal and external (including trade shows)
• Liaising with in-house production teams, suppliers and external agencies
• Monitoring budgetary expenditure for specific projects

Candidate requirements

• The ideal candidate will already have some experience in event management
• A background in related fields such as luxury travel, hospitality, marketing or public relations is preferred but not essential
• Familiarity with event management tools and platforms (such as Eventbrite, Cvent, Grip, Delegate Select, mobile apps, CRM systems, Excel or Google Sheets) is desirable
• Confidence in analysing event data, including registration metrics, engagement levels, meetings data and post-event reporting
• Highly systems-oriented with the ability to manage and maintain data accuracy across multiple platforms
• Strong analytical skills with the ability to interpret and report on event performance
• While not essential, creative ideas to enhance events – from themes to delegate experience – would be an advantage
• Energetic and highly organised, with a proactive and positive approach
• Highly professional, with ability to work to deadlines, budgets and to exacting standards
• A clear understanding of the importance of building and maintaining strong relationships both internally and externally
• Ability to demonstrate effective collaboration across different teams and markets
• Flexible and adaptable to the needs of the wider events team, with strong initiative and problem-solving skills
• Excellent attention to detail
• Highly organised with the ability to multi-task and manage high volumes of work, often unsupervised and occasionally outside of office hours
• Strong time management and workload prioritisation skills
• Able to work Monday–Friday, 09:00–17:30 as core hours, with a hybrid working pattern (minimum three days per week in office or on-site at events). There may be occasions where additional hours are required depending on event schedules
• Good communication and project management skills
• Experience of managing event budgets is preferable but not essential
• Able and willing to travel within the UK and overseas, including overnight stays
• Ability to work independently and as part of a team

This role will report into the Head of Events & Exhibitions.