Susan Hamilton
Conference and Events Manager
Oxford, Oxfordshire
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We are currently recruiting for a Conference and Events Manager for a prestigous college in the Heart of Oxford.
**Essential Experience:**
– Experience in event management, including initial proposal writing, venue sales, planning, delivery, and evaluation for online, in-person, and hybrid events.
– Background in a customer-facing role, managing a wide range of enquiries, particularly via telephone and email.
– Ability to build and maintain strong relationships with clients and suppliers, showcasing excellent interpersonal skills and the ability to communicate clearly and confidently with a diverse range of individuals, including high-profile VIPs.
– Proven ability to organize one’s own workload effectively, manage frequently tight deadlines, and produce accurate, detailed work.
– Exceptional attention to detail, with strong organizational, time management, and interpersonal skills.
– Capable of working under tight and varying deadlines.
– Self-motivated with a proactive approach.
– Ability to work independently as well as part of a small team.
– Strong prioritization skills and effective coping strategies.
– Energetic team player who is proactive and eager to drive results.
– Flexible and willing to assist colleagues as needed.
– Proficient in MS Office applications, email, and Internet usage.
– Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility.
**Responsibilities:**
– Plan multiple events throughout the year across two venues.
– Serve as the first point of contact for all enquiries via phone or email (for conferences, events, and meeting bookings), handling these inquiries promptly and professionally, with a focus on accuracy and attention to detail.
– Create event proposals tailored to client requirements and present them within tight timelines.
– Oversee large-scale event planning and execution, ensuring seamless coordination and delivery.
– Manage client site visits.
– Draft contracts for clients that detail specific event requirements.
– Develop an understanding of the client’s objectives and ensure event delivery aligns with these goals.
– Produce and maintain timelines for each event, ensuring that on-site proceedings run smoothly with respect to setup and changeovers.
– Generate deposit invoices for events for payment prior to client arrivals.
– Organize one-on-one meetings with clients in the lead-up to events to finalize details.
– Collect final attendee numbers by the required deadline and notify all relevant departments.
– Gather wine and menu choices along with any dietary requirements promptly, enabling departments to order supplies and organize staff schedules.
– Maintain working relationships with internal and external vendors/suppliers, coordinating outside vendors/entertainment, including catering, photographers, musicians, performers, and guest speakers.
– Build strong relationships with event organizers and encourage regular visits to the college.
– Communicate with internal teams regarding room setup, catering, cleaning, and AV requirements.
– Use initiative and think creatively to continuously improve the client event experience.
– Oversee events on the day, including problem-solving, welcoming guests, directing event setup, coordinating with staff, and managing external vendors.
– Meet and greet clients upon arrival, ensuring all meeting spaces are in order.
– Address client feedback and concerns, making adjustments as needed.
– Conduct a final meeting with the organizer following the event to discuss any feedback or improvements with the Domestic Teams.
– Evaluate event outcomes and implement improvements for future events.
– Provide accurate feedback on client experiences and events, and support other team members when necessary.
– Keep forecasts up to date for reporting to the Head of Sales.
– Assist in growing the college’s social media channels and engage with audiences regularly, informing them about news and events.
**General Tasks:**
– Assist other team members with bookings, catering details, menus, and rooming lists.
– Support with any other day-to-day ad-hoc duties and requests.
– Liaise closely with other departments in weekly Domestic Meetings concerning upcoming events.
– Ensure GDPR guidelines are adhered to and that the Record of Processing Activities (ROPA) is compliant.
– Understand health and safety regulations in the context of venue and event management.
– Ensure that the college and its facilities comply with MIA and AIM standards to maintain accreditation.
The salary is £32,898 P/A and is based on 36.25 working hours.
Benefits of working with us:
* Free meals whilst on duty(staff and students eat in the magnificent Dining Hall)
* 38 days annual leave (including bank holidays)
* Discounted bus tickets to travel to work (c.5% discount)
* Interest-free loan to purchase a bicycle for work
* Discounted membership of our College gym
* Contributory University Pension scheme (Oxford Staff Pension Scheme)
Skills: