Title:	Event Coordinator Assistant (VR/04171)
Date Posted:	3rd June 2016
Salary/Rate:	£16,000 pa
Location:	Peterborough
Type:	Permanent
Contact:	Sally
Description:	For: Event Coordinator Meyer Scott Ref: VR/04171 Event Co-ordinator Assistant- £16,000p – Hampton Overview The Goal of the events team is to create an event that is a transformational life changing experience in a comfortable, positive environment, ensuring that we are attentive to the needs of the customer whilst maximising every sales opportunity. Role The role of the Event Co-ordinator is to assist with the organisation & administration of events & the VIP programme. Key Result Areas • Provide admin support to events team • Assist in the world-class delivery of events • Assist in delivery of world-class VIP Programme • Identify improvement areas and take action • Identify opportunities to maximise sales and cross sell at events • To provide exceptional customer service at events and in communication with clients • Provide outstanding support to the event managers and event delegates in all areas • Seek ways to contribute further and ensure excellent results with event delivery and customer feedback Customer Service • Adhere to customer service levels & procedures specified in the VIP customer service manual • Provide personal, prompt replies to all enquiries from customers • Ensure all customer enquiries are followed through all the way to resolution Administration • Answer the events telephone • Check and action voice mails on the events office phone and mobile • Ensure all administration is prompt & accurate • Ensure all data inputted into Infusionsoft is accurate • Complete any administrative follow up from events • Ensure the editing, reformatting, printing & assembling of manuals, handouts and sales paperwork are completed on time • Ensure all filing is kept up to date in a systemised way Time Management & organisation • Ensure all deadlines are met • All paperwork & data files are stored in an organised manner • Workload is prioritised and planned in advance Events • Assist in setting up the training room • Recognise sales opportunities & pass leads to the sales team at the earliest opportunity • Ensure manner & appearance is professional at all times • Assist the Event Manager at trainings as required • Assist with pack up for events off site VIP • Assist with set up for VIP meetings • Ensure all VIP invites are sent within the agreed time frame • Ensure all 1:1’s are allocated and schedule is constantly updated & confirmations sent • Liaise with VIP Manager to update on expected numbers • Ensure all name badges, 1:1 prep sheets are printed • Ensure all VIP 1:1 records are kept up to date • Assist in organising VIP holiday’s & other social events General • Attend weekly Events & VIP update meetings • Attend planning meetings as necessary • Liaise and co-operate with other departments • Research the cheapest suppliers Other duties Improve on current systems of work Minimum standard of performance for the Events Team • All Welcome/confirmation emails to be completed as soon as course confirmed • All delegates contacted at least 2 weeks before an event • Tickets for sales events to be sent no later than 2 weeks before • All trainers/speakers/crew to be briefed in person before an event and in writing • All answer phone messages to be listened to actioned immediately that red light lit • Resolve customer queries within 48 hours • To maintain all records on infusion soft • To action all stick marketing following an event. • Have a full systems document which is updated every 2 months • Resolve client queries within 48 hours • Actively learn and self improve • Effectively liaise with marketing and sales dept • Effectively manage deadlines, plan time lines • To meet all deadlines unless expressly discussed 72 hours in advance • To provide exceptional customer service at events and in communication with clients • Provide outstanding support to the event managers and event delegates in all areas • Seek ways to contribute further and ensure excellent results with event delivery and customer feedback Mainly Mon – Fri 9am – 5.30pm with 1 hours lunch but mid week there will be late finishes at times and some weekends. 25 days plus bank holidays annual leave, onsite parking , benefits from January only ( inc 5 extra days leave, dental, gym, hotel vouchers ) these are flexible benefits to pick 2 from 6 in total
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