REPORTING TO: TEAM LEADER, EVENTS UK
OFFICE LOCATION: LONDON
As an international team of award-winning event management experts, we combine creative flare with logistical expertise and deliver client-led technology, all of which produces outstanding and all-encompassing event management solutions.
Reed & Mackay leads the global travel and event management arena with extraordinary service and proprietary, client-led technology.
Ranked first in the Sunday Times International Fast Track 2020, we are a business that is always looking forward, while ensuring we’re everything our clients need today. In May 2021, Reed & Mackay became part of the Navan Group and, together, we are setting the agenda for the future of business travel.
As a result of continued growth, we are expanding our events team. In return for your energy, enthusiasm and hard work, Reed & Mackay offers a rewarding career, a friendly working culture, with excellent development opportunities and a strong benefits package.
We have ambitious growth plans and you will be an integral part of those plans, supporting clients to create the best events possible.
Principle Responsibilities
Client Management
- Working closely with the Events Leadership Team to offer a seamless and professional service to our clients
- Identify opportunities to increase the value of existing and new business
- Endeavour to become a centre of excellence with respect to client satisfaction
- To undertake face-to-face meetings with clients as and when required to do so
- For allocated client accounts, to immerse yourself in allocated client brand and culture through understanding of their marketplace and their competitors
- To support the rest of the Reed & Mackay Event Teams by providing them with new and existing leads within your client portfolio
- To coordinate venue visits for the client and where necessary arrange for someone to accompany them
Meeting/Event Planning process
- Lead events from conception through to delivery and financial reconciliation on medium sized events involving more than one element (accommodation, meeting space etc)
- Conducts RFP process to relevant suppliers
- Working with other teams (ie Venue Find Team) as necessary to meet event requirements
- Responsible for completing Event Specific Agreements on a per project basis
- Provide event feedback to all stakeholders through debrief notes for inclusion in any account reviews
- Support Senior Event Managers on large scale events where additional help may be required
- Support with Delegate Management services where required
Facilities & Services
- Management of supplier partners and internal support areas to ensure quality and timely delivery
Financial & Contract Management
- Identifies ancillary revenue sources and/or cost savings opportunities
- Develops budget for event which includes negotiating all supplier contracts independently related to a particular event
- Ensures completion of payment and/or billing process and financial reconciliation
- Manage client event budget, ensuring agreed profitability through careful negotiation and commercial knowledge
- Financial accountability for events including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines.
- To maximise client revenue through up selling and promotion of Reed & Mackay Event services
- To ensure cancellations are managed in line with the company’s standards and procedures
- To maximise all income opportunities and to be actively aware of commission rates, preferred partners securing and negotiating enhanced levels wherever possible.
Logistics
- Agrees and advises on setup for function rooms including seating and AV
- Manages all food and beverage needs
- Prepares and reviews rooming lists in a timely manner
- Complies with M&E technology usage as required
Programme
Provides event feedback to all stakeholders through summary and distribution program debrief notes for inclusion in account review
Team
- Working with the team to build, maintain and confirm a healthy pipeline of events in line with the Reed & Mackay business strategy
- Adhere with and maintain team support for departmental process and their development
- Assist with on the job advice, guidance and support to new and junior members of the team
- Increases Meeting and Events industry knowledge by attending internal training, external events supplier presentations, and team meetings
- Fully compliance of company policies and procedures
- Support critical business continuity plan at all times
- Attending client and supplier events as necessary
- Providing Out of Hours support as necessary
- Perform other duties as assigned
Competencies Knowledge and Experience
- Proven experience in logistics for a variety of events including (but not limited to):
- Meetings
- Group Accommodation
- Team Building Activities
- Venue Find
- Excellent business development skills – ability to upsell opportunities and secure future business
- 2-3 years of current relative meeting/event management experience
- Language skills preferred but not essential
- Effective communication in English
- Excellent knowledge of Microsoft Office products, project management tools and venue find software
- Excellent product knowledge and aware of UK and overseas suppliers and destinations
- Strong supplier knowledge and relationships
- Basic understanding of event/delegate management software (especially Cvent)
- Positive people skills – ability to develop and maintain strong relationships with colleagues, clients and suppliers alike
- Excellent oral/written communication skills to communicate internally and externally
- Excellent critical thinking skills
- Strong attention to detail, customer service, and negotiating skills
- Strong organizational skills that can coordinate multiple resources
- Ability to remain calm in stressful fast-paced situations
- Ability to set priorities and multitask
- Ability to work as a team player and be self-motivated
- Good business acumen and commercial awareness
- Good mentor and coaching skills
- Effective influencing skills
- Maintain a client perspective at all times
- Ability to lead an event and direct client decision making
- Self-motivated – create a sense of enthusiasm and enjoyment that is evident to colleagues
- Strong client facing and presentation skills
- Identifies commercial risks and opportunities and escalates as appropriate
- Financial management: ensuring accurate budgeting and invoicing throughout event
- Ensure all KPIs and SLAs are consistently met
- Ability to travel to and execute events
INTERNAL RESPONSIBILITIES:
Responsible for assisting with compliance to Reed & Mackay’s certification programmes and policies.
