Assistant Director of Event Sales & Planning

The Assistant Director of Event Sales & Operations will be responsible for generating revenue within the London Conference Centre. A portion of their duties will be to prospect local organizations, establish relationships, and secure business through those relationships. Another key objective would be to assist in managing events on campus for event planning and operations. This person will also cover duties of other members of the events team while they are away on holidays/sick leave/off-site.

Principal Duties and Responsibilities

• Sales and Marketing
  • Prospect, qualify and sell the London Conference Centre.
  • Develop relationships with local businesses and associations and cultivate those relationships to drive meetings and events through the Centre.
  • Take inquiries, negotiate rates, prepare contracts, and follow through on all detailing of the meeting from start to finish.
  • Qualify appropriate group inquiries and conduct site inspections to influence target companies to use the Conference Centre.
  • Market and sell the London Conference Centre to target local businesses and associations.
  • Create and send email newsletters for promotional offers and to keep internal and external informed about changes within the events department.
  • Engage with clients using social media and update and maintain the Chicago Booth Conference Centre website.
  • Create and produce event and sales related reports monthly as required by supervisor.
  • Conduct in-person site inspections to introduce the facility to prospective clients.
  • Be an ambassador to the local business community for the Booth School of Business and the University of Chicago.
  • Attend and host local hospitality industry events to cultivate clients and market the facility.
• Event Management
  • Manage pre-event logistics and coordination: room setup, participants’ access to venue, AV/IT requirements, budgeting and invoicing, catering, transportation and other event logistical needs with external vendors and service providers.
  • Draft, execute and manage detailed Banquet Event Orders (BEO) for all events, ensuring all tasks leading to the event are executed efficiently and in a timely manner.
  • Use all the event space on campus efficiently to maximise potential allocation for internal departments as well as revenue for the London Conference Centre.
  • Work with Events Team to provide superior service and exceed client expectations.
  • Administrative duties will include drafting and executing proposals, contracts, and Banquet Event Orders (BEOs); creating and maintaining client files; creating and maintaining CRM and inventory software; working with Booth Accounting on invoicing and collections; maintaining own office supplies.
• Event Operations
  • Work closely with the London events team to ensure all event details are covered to ensure a successful event for the client.
  • There will be a portion of the job where you will be working early mornings, late nights, and weekends to support event operations.
  • Occasional travel within and outside of Europe for meetings and to support events.
  • Liaise with each internal and external vendor to ensure a high level of service and that standard operating procedures (SOP) are implemented.
  • Ability to move furniture to set/reset the room for events is preferred but not essential (Manual handling training will be provided).
  • Perform basic security duties such as opening/closing the campus as well as escorting people off premises (training will be provided).
  • Assist clients with basic IT requirements (training will be provided).

Measurement of Success

• Achieve annual sales goals by actively seeking new clients and maintaining existing ones.
• Positive feedback from clients (Internal and external) on a regular basis.
• Meeting the Service Level Agreements approved by Associate Director of Sales.
• Show ability to work efficiently with minimal direction and to anticipate issues and problems.
• Meet event project deadlines and targets.

Reporting Relationships

• Reports to Director, London Conference Centre.
• Direct Reports – None but will supervise external vendors and event service providers.

Knowledge, Skills and Experience

• A university degree preferred (but not essential) with work experience in a similar role.
• Knowledge of event booking software (Amadeus, Opera, Delphi or similar) is preferred.
• Knowledge of creating BEO (Banquet Event Order), communicating to vendors, and running BEO meetings is preferred.
• Experience of working a minimum of 2 years within the London hospitality industry (hotel or conference centre) is preferred.
• Experience in working in an event sales environment and issuing quotations, contracts, invoicing, is preferred.
• Experience in managing multiple conference room inventory is essential.
• Excellent organizational skills, initiative, and attention to detail.
• Ability to work flexible hours including evenings and weekends.
• Fluent English, excellent communication skills, oral and written.
• High proficiency with Microsoft Office (especially Excel, Word, PPT) and Adobe preferred.
• Must be able to work legally in the UK on a permanent basis.
• Must be a self-starter and self-motivated individual.
• Ability to project a professional image (including dress code) in all interactions with clients, vendors, faculty, and staff.
• Ability to handle stressful and demanding situations without disruption of efficiency, service or professional demeanor.
• Previous experience in a similar administration and operational role essential.
• Excellent interpersonal and public relations skills.
• Must have deep knowledge of the local business community regarding who produces meetings and events and where they currently take place.

Salary and Benefits

The salary will be competitive and commensurate with experience. In addition to salary, the Chicago Booth London Campus offers an attractive benefits package including 25 days holiday per year (plus 8 Bank Holidays), Private Medical Insurance, a contributory pension scheme, interest-free travel card loan scheme.

How to Apply

If you wish to be considered for this position, please send the below listed items to kartik.shah@chicagobooth.edu: Updated CV, your notice period from the current workplace (if relevant), your annual salary expectation for this position. Please indicate the Job title in the Subject line of your email.