Events Lead

Global Underwater Hub; Aberdeen City; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading underwater industry organization in Aberdeen is seeking an Events Coordinator to manage and enhance the GUH event portfolio. The successful candidate will work closely with teams to ensure high-quality events and foster relationships with sponsors and stakeholders. Responsibilities include overseeing events, maintaining CRM systems, and facilitating event-related communications. A degree or equivalent experience in a related field is essential, along with strong organizational and communication skills.

Qualifications

• Demonstrable operational experience within events management.
• Proficient in managing multiple projects simultaneously.
• Experience in a similar role or environment.

Responsibilities

• Coordinate all GUH events both nationally and internationally.
• Implement and deliver the annual events plan.
• Maintain and update the Company CRM system for events.

Skills

Event management

Stakeholder management

Revenue generation

Communication skills

Attention to detail

Education

Bachelor’s degree in media, communications or events-related discipline

Tools

Microsoft Office

Adobe InDesign

Adobe Photoshop

Job description

The role holder will be expected to provide an efficient and effective events support service to the members of Global Underwater Hub with an orientation towards events management and internal administration of day-to-day events activities making a major contribution to the development and growth of GUH and its events revenue stream.

The role holder will also be expected to work with peers and line management to regularly review and analyse the current range of GUH events and work with member companies and internal stakeholders to propose and implement new and innovative event offerings to enhance and expand the GUH event portfolio and event income stream.

In addition, the role also has responsibility for ensuring that the regular update and maintenance of the events element of the Company CRM system for Events under their remit is undertaken, as well as the maintenance, development and update of relevant electronic systems and mailing lists.

Key Accountabilities

• Working closely with the Marketing Director and other Events Lead(s) in Westhill, Aberdeen, as well as with the local Newcastle and Bristol teams, to ensure consistent, aligned and high quality events are delivered across the UK.
• Oversee the management and coordination of all GUH events and functions under the role remit both nationally and internationally performing a pivotal role in delivering a professional events service to the membership.
• Lead and drive proactive revenue generation through delivery of a wide breadth and depth of new and existing event offerings.
• Act as the custodian for the implementation and delivery of the annual events plan for events under the remit of this role.
• Oversee coordination of relationships with sponsors, suppliers, PR consultants, venue providers and all other parties through the entire life cycle of an event or function from pre-planning, budget control, troubleshooting, staging on the day to post event/function debriefing and feedback.
• Executing all activities and projects under the role remit associated with events and the marketing of GUH as directed by the Marketing Director, Finance Director and Chief Executive.
• Lead on delivery of Event and Conference activities as allocated under the role remit:
• Responsibility for ensuring coordination of the bookings for all GUH events
• Responsibility for ensuring the prompt and appropriate collation of information for promotional literature. (i.e. speaker's photos and biographies) Documentation - programmes, delegate lists, badges etc
• Responsibility for ensuring preparation of any information for delegates, for circulation and the website
• Responsibility for ensuring all bookings are logged on the appropriate GUH systems and that Finance are fully informed for invoicing purposes.
• Ensure maintenance of Company CRM system. Ensure all relevant GUH electronic systems and mailing lists are kept fully up to date and maintained at all times
• Responsible for ensuring the administration of events organised by GUH. This includes, but is not limited to, the following tasks:
  • Ensuring all bookings are logged on the appropriate Excel spreadsheets and that the paperwork is passed to the Accounts Assistant for invoicing
  • Ensure that the Marketing Director and other Events Lead(s) are advised of any appropriate information
  • General admin assistance when required.
• Other duties as directed by the Marketing Director or Finance Director and Chief Executive as required.
• Must portray a professional, corporate image to all visitors when representing GUH in the office and while working away from the office.

The role holder will be computer literate and confident in using Microsoft Office. Training will be provided for Adobe InDesign and Adobe PhotoShop as required.

Trust and values

• Trustworthy – We are an open and welcoming organisation
• Strategic – We are an intelligence led organisation providing stakeholders with access to information relevant to the underwater marketplace.
• Expertise – We are industry subject matter experts, providing specialist knowledge of all sectors of the underwater industry
• Insightful – We ensure our stakeholders have access to relevant data and market analysis to allow them to harness opportunities in a growing global marketplace
• Collaborative – We work across industry sectors to facilitate and support collaboration with colleagues and stakeholders.

All our activities are underpinned with a demonstrable focus on our own personal health and safety and the health and safety of our colleagues and stakeholders. We always demonstrate safety leadership in our words and actions.

Person specification

Qualifications and experience

• Bachelor’s degree / HND or equivalent relevant experience in a media, communications or events-related discipline
• Demonstrable operational experience within events management
• Demonstrable relevant experience in a similar role / environment
• Knowledge and experience of underwater business environments
• Knowledge of and experience of working in and / or with Events Management providers
• Has proven ability to interact and develop respect with a broad range of stakeholders and senior level management.

Specific training / specialist skills

• Ability to act as the main operational contact for the GUH events activities
• Lead and coordinate events activities across the GUH organisation
• Ability to establish and implement GUH events plan, including events sponsorship and events management
• Customer events coordination and facilitation. Ability to represent and build relations at trade fairs and GUH customer events.
• Shaping and safeguarding of internal events agenda
• Can demonstrate a track record of successful project delivery, on time and budget
• Ability to manage multiple projects at the same time.

Personal skills

• Ability to work as part of a small team and to deadlines, as well as autonomously
• Computer Literate
• Excellent verbal communication and inter personal skills. Has proven ability to interact with and develop respect with a range of internal and external stakeholders and senior level management
• Has the proven ability to facilitate and support collaboration with colleagues and stakeholders
• Action orientated
• Is a motivated self-starter, capable of working under own direction
• High level of integrity and discretion in dealing with sensitive information
• A keen attention to detail
• Excellent organisational skills.

Next steps

If you are interested in applying for this role, please send a CV and covering letter to Angus Brechin, HR Manager, Global Underwater Hub - [e-mail].

If you have any requirements or adjustments that you may need assistance with throughout the application process, please contact Angus Brechin or call 01224 506600.