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Events Coordinator

Role Summary

Based at the CBI’s Cannon Place office, you will be part of the wider CBI Commercial Development and Corporate Events team -  responsible for delivering a portfolio of commercial and non-commercial events of various sizes and formats in London, and occasionally across the UK.

Reporting into the Corporate Events Manager, the Events Coordinator will be responsible for providing administration support to the team across all events as required and in some cases, may manage their own portfolio of events.

Key Responsibilities  

Administration and Coordination

  • Providing administrative support across all events
  • Acting as the key point of contact for internal and external enquiries relating to events
  • Monitoring and taking responsibility for answering queries in the team email inbox
  • Timely processing of delegate bookings using the CRM system and online registration tools
  • Creating, sending and chasing of events invoices in conjunction with the finance team
  • Writing and issuing of joining instructions
  • Chasing of delegate photographs or other required information
  • Maintaining accurate records for all delegates attending events, liaising with membership colleagues to update contact information as required
  • Producing delegate badges and delegate packs
  • Assisting onsite at events as required with particular regard to manning registration desks
  • Providing administrative support for meetings including drafting of agendas and minute taking as well as registering visitors, booking rooms and ordering refreshments as required
  • Maintaining an efficient filing system (for both paper and electronic files)
  • Acting as the team champion for the CBI CRM, ensuring all records are maintained accurately by the team and working closely with the Corporate Events Manager to ensure that the events module is fit for purpose
  • Updating the events and sponsorship pages on the CBI website and intranet
  • Taking part in cross departmental projects as required

Event planning and delivery

  • With support from the Corporate Events Manager deliver events within the CBI central events programme, and be part of project teams to deliver flagship events as part of the wider project team;
  • With support from the Corporate Events Manager, take day to day responsibility for the delivery of assigned events in accordance with agreed timescales and budgets;
  • Ensure bookings are processed in a timely fashion and to liaise with delegates and speakers as appropriate;
  • Maintain the corporate events calendar updating all key internal and external events and projects that may impact on CBI activity;
  • Maintain the ‘political speaker’ spreadsheet and liaising with relevant teams as appropriate;
  • Providing accurate reporting on metric and KPIs for events, producing post-event reports.

Knowledge & Experience

What an individual must know or understand to be able to fulfil the role’s requirements

  • Educated to A-level or equivalent
  • Able to demonstrate a minimum of two years' experience in administration including data entry
  • Experience of using CRM systems and an understanding of standard data practices
  • An understanding of social media
  • Previous experience of using website content management systems would be beneficial
  • Previous experience of working within an events or database team would be advantageous but not essential
  • Basic understanding of business and interest in current affairs would be advantageous but not essential

Skills

The practical actions required to be able to fulfil the role’s requirements:

  • Proven administrative skills
  • Good communication skills
  • Good rapport and relationship building skills
  • Solution-focussed, resilient with a positive ‘can-do’ attitude
  • Excellent organisational, planning and multi-tasking skills with a keen eye for detail
  • Excellent IT skills particularly with regard to MS Office (Word, Excel, PowerPoint)
  • Ability to work under pressure
  • A sense of humour to counter the inevitable stress of high-profile events
  • Ability to be adaptable and work flexibly within a team

Behaviours

The behaviours and characteristics required to be able to fulfil the role’s requirements

  • Collaborative – Explores, shares and integrates best practice, constructively challenges when appropriate, empathetic and approachable
  • Taking ownership – Ensures delivery and holding others to account; can influence, irrespective of hierarchy; Resourceful, organised and plans effectively
  • Agile – Proactive and responsive in addressing stakeholder needs; balances shifting priorities
  • Commercial – Aware of the wider business environment and identifies opportunities to exploit; prioritises revenue generating activity whilst delivering exceptional value and service
  • Innovative – Generates new ideas and challenges a mind-set of “what we’ve always done”; is willing to take risks and generate new ideas
  • Analytical – Gathers information and using logic to analyse, problem solve, evaluate risk and make decisions, ensures data is accessible and up to date.

How to Apply

For all applications please email your CV to recruit@cbi.org.uk. The closing date for applications is Friday 21st September.

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