Project Executive, Events Agency

THE ROLE

As Project Executive you will provide full, administrative support in logistical event management services to new and existing clients with a key responsibility for delegate management. Activity to include a range of projects including meetings, incentive travel, team building events, conferences, award events, hospitality etc. Whilst primarily a support role for larger events, there will be ample opportunity to take responsibility and manage smaller scale events as the role progresses. Reporting to a Senior Project Manager, you will also work alongside the studio internal team and suppliers, to ensure work is delivered on time, to budget and with measurable results, ensuring value and high client satisfaction. This is a busy role!

Responsibilities

• LARGE EVENTS

• Support the Live team in delivering full logistical event management from start to finish for larger and more complex events, coordinating and owning smaller elements and providing admin support for each project.
• Take a leading role and own the delegate management process using CVENT or Typeform registration platforms from creation of site, comms to reporting.
• Ownership of delegate data and reporting, ensuring reports are set up correctly, data is cleansed and usable/easy to access for all members of the team.
• Support in handling client queries and troubleshooting up to, and on the day of the event to ensure that all runs smoothly.
• Support in ensuring insurance, legal, health and safety obligations are adhered to including risk assessments, liabilities, etc and paperwork completed.
• Support in ensuring data protection liabilities have been adhered to and data processing records have been completed.
• Researching and receiving quotes from suppliers and other third parties for project budgeting.
• Preparing the team, clients, and delegates for travel, including preparation of travel docs and onsite kit.
• Basic copywriting for print materials, as required.
• Coordinate the production of all required print materials i.e. luggage tags, badges, signage, working folders, menus.
• Overseeing the dismantling and removal of the event and clearing the venue efficiently with full responsibility of shipping items back to YF storage or onto client.
• Post‑event evaluation (including data entry and analysis) and producing ROI reports.

• Provide full, logistical event management expertise for small to medium projects from start to finish, servicing new and existing clients including relevant duties as listed above.
• Liaising with clients to ascertain their exact requirements, shaping, and managing programmes and budgets.
• Supporting the budget process for events, keeping track of costs and profit regularly.

• Maintenance of Live standard documents.
• Working closely with other areas of the business such as the Creative team to manage client briefs through the Studio resource management tracker.
• Onsite support at events both in the UK and internationally. This is a client facing role, so you will need to confidently manage people at all levels and be the go‑to person for onsite information.
• Support the team in the new business and pitch process by researching and putting together pitch decks, working with the relevant lead.
• Be able to prioritise and juggle your workload to support across the team where required, depending on the upcoming deadlines.
• Keep up to date with industry news and knowledge and share learnings with the Live team.
• Attend relevant trade shows and FAM trips/supplier/business development events, to build and maintain relationships & network with industry colleagues.
• Liaise and attend meetings/client entertaining with other staff to aid business and organisational development.
• Coordinating and maintaining strong relationships with all existing and new suppliers.
• Managing/liaising with third party suppliers, designers and admin staff & meet suppliers from hotels, DMC’s & third‑party suppliers.
• To attend FAM trips/supplier/business development events on a regular basis to keep up knowledge, build/maintain relationships & network with industry colleagues - minimum 1 networking event per month.
• Complete own daily time log.

The above list of job duties is not exclusive or exhaustive, and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.