Event Management Assistant - Fixed Term Contract 1 Year

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Client:

Frasers Group

Location:

Coventry, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

060e2925ee2f

Job Views:

7

Posted:

24.04.2025

Expiry Date:

08.06.2025

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Job Description:

Company Description

Coventry Building Society Arena is a venue hosting conferences, exhibitions, meetings, sports, music, and entertainment, attracting 1.2 million visitors annually and hosting numerous events, including concerts by Coldplay, Rolling Stones, Harry Styles, and Arctic Monkeys.

Our team is dedicated to providing excellent experiences and service for all visitors.

Job Overview

Main Purpose of the Role: To support the Event Management Team with administrative tasks related to conferences, banqueting, exhibitions, and hospitality at the Coventry Building Society Arena, ensuring high standards of customer service, accurate processing, and effective planning administration.

Roles and Responsibilities:

• Prepare weekly reports on contracts and BEOs.
• Manage exhibition orders and processing.
• Coordinate with Accounts to ensure prepayments are received 14 days prior to events.
• Maintain venue standards in all event documentation.
• Create daily banquet checks, obtain approvals, and record them appropriately.
• Update the Exhibition Hall Diary regularly and distribute to relevant parties.
• Handle general event administration, including menus, tariffs, Wi-Fi, and table numbers.
• Prepare Banquet Event Orders and obtain client sign-offs.
• Compile client feedback for monthly reports.
• Administer concert hospitality tasks, including wine pre-orders and dietary requirements.
• Assist with daily event management activities.
• Respond to incoming calls and client inquiries within 24 hours.
• Raise purchase orders and process service orders and invoices.
• Update bookings on the iVvy system and manage IT/Catering/AV orders.

Person Specification:

• Professional demeanor that inspires confidence.
• Strong customer service orientation.
• Confident, assertive, self-motivated, and flexible.
• Problem-solving skills and resilience.
• Ability to work independently, manage time, and prioritize.
• Commitment to self-development.
• Willingness to work outside standard hours, including weekends and holidays.

Qualifications and Experience:

• Excellent written, interpersonal, and administrative skills.
• Teamwork and independent working abilities.
• Previous administrative experience.
• Experience in an events team environment preferred.
• Knowledge of conferences and exhibitions is advantageous but not essential.