Event Management Coordinator

RELX; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading analytics company in London seeks an Event Coordinator to manage timelines, oversee logistics, and coordinate events. The successful candidate will have strong organizational skills, a background in event management, and proficiency with tools like Wrike and MS Office. This role offers opportunities for flexible hours and collaboration with regional teams.

Qualifications

• Experience in event coordination or related role.
• Proficiency in event management tools and productivity software.
• Willingness to work flexible hours including evenings and weekends.

Responsibilities

• Assist in developing event plans, timelines, and checklists.
• Help manage event setup and oversee registration processes.
• Coordinate the collection of attendee feedback and prepare reports.

Skills

Organizational skills

Communication

Customer service

Problem-solving

Time management

Education

Associate’s or bachelor’s degree in Event Management, Hospitality, Communications

Tools

Wrike

MS Word

PowerPoint

Excel

Job description

About the Business:

At Cirium, our goal is to keep the world connected. We are the industry leader in aviation analytics; helping our customers understand the past, present, and predicting what will happen tomorrow. Our mission is to transform the aviation industry by enabling airlines, airports, travel companies, tech giants, aircraft manufacturers, financial institutions and many more accelerate their own digital transformation. You can learn more about Cirium at the link below. https://www.cirium.com

About the Team:

The events coordinator, reporting to the Global Events Manager, is part of the global marketing team operating in APAC, Americas, and Europe. Their focus is executing campaigns, organising events and webinars to provide valuable content to prospects and existing clients, with the ultimate goal of showcasing product value, enhancing brand loyalty, and driving sales growth.

About the Role:

As an Event Coordinator, you will play a crucial role in delivering comprehensive assistance for global events. Your responsibilities will encompass managing timelines, overseeing logistics, and coordinating activities with all the relevant stakeholders across a wide range of events. Collaborating closely with regional marketing teams, you will coordinate all aspects of event planning, including event promotion, pre and post-communication, venue contracts and arrangements and monitoring lead capture and sales performance. This role demands exceptional organizational skills, meticulous attention to detail, and effective communication with both internal teams and external stakeholders.

Responsibilities

• Event Planning Support:
  • Assist in developing event plans, timelines, and checklists for Global events.
  • Maintain an up-to-date master list of events including the event calendar and a master Wrike project (our project management system), for each event.
  • Ensure all contracts have been reviewed by legal and process vendor payments through Accounts Payable within payment timescales.
  • Regularly review the status of contracts and invoices to ensure timely processing.
  • Help coordinate with vendors, venues, and suppliers to confirm arrangements for smooth execution.
  • Manage merchandise inventory for events effectively.
  • Assist in organising regular team meetings with regional teams to gather feedback and coordinate necessary actions.
  • Assist in developing comprehensive event plans, timelines, and checklists for Global events.
• Logistics Coordination:
  • Help manage event setup, including arranging equipment, design and seating.
  • Oversee registration processes, maintain guest lists accurately, and handle attendee communications professionally
• On-Site Coordination:
  • Help supervise event setup and breakdown to ensure all details align with plans.
  • Support attendees, staff, and other stakeholders during the event.
• Training and Support
  • Keep lead capture training documentation up to date.
  • Deliver one-on-one training sessions for sales newcomers in the marketing events processes.
• Budget and Documentation:
  • Assist with tracking event expenditure and ensure adherence to the event budget.
  • Maintain detailed records, including contracts, receipts, and post-event evaluations.
• Marketing and Communications Support:
  • Obtain support and collaborate with the marketing team to promote events via social media, email, and other channels.
  • Ensure event content is produced in a timely manner, keeping internal stakeholders informed of requirements
• Post-Event Tasks:
  • Coordinate the collection of attendee feedback.
  • Assist in preparing post-event reports summarizing successes and areas for improvement.
  • Monitor lead capture and provide detailed assessment of sales performance

Qualifications and Skills

• Associate’s or bachelor’s degree in Event Management, Hospitality, Communications, or a related field (or equivalent experience).
• Experience in event coordination, customer service, or a related role.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency in event management tools (eg Wrike, Captello).
• Proficiency in productivity tools such as MS Word, PowerPoint, Excel; new AI tools; and experience with CRMs and sales enablement platforms is a plus.
• Ability to multitask and prioritize tasks in a dynamic environment.
• Strong problem-solving skills and attention to detail.
• Willingness to work flexible hours, including evenings and weekends.
• Great attention to detail and a passion for translating complex concepts into actionable messaging.
• Collaborative mindset with a willingness to work across teams to achieve shared goals.

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