Events Coordinator - York, United Kingdom - HQN

Description

Job purpose summary

To provide high level organisational and administrative support to ensure that the HQN events programme is successfully developed, marketed, sold and delivered in a highly professional manner.

To provide support to external customers, event delegates and all internal colleagues, associates, chairs and speakers.

The role is highly varied and involves the following:

Events administration and co-ordination

• Coordination of event pages on the website ensuring that all information is up to date and providing input and suggestions for future improvement and development.
• Coordinating events by liaising with speakers, freelancers, relevant managers, and delegates before, during and after the events.
• Ensuring that all materials required for the successful running of the event are acquired within the set deadlines and that all requirements set by the Head of Events are met.
• Setting up of online events on Zoom, sending links to delegates, speakers, and the chair.
• Attendance at online events to ensure any technical problems are resolved and attendees are supported onto the platform.
• Attendance at some in person events throughout the year such as the HQN annual conference.
• Setting up of in person events when required to ensure PowerPoint slideshows and other AV equipment is working as well as registering delegates and liaising with hotel conference and restaurant staff to ensure the smooth running of the event when a freelance professional cannot attend.
• Creating, organising, and collating feedback for a range of clients.
• Thanking speakers and chairs of events and providing feedback.
• Maintaining files, records, and company databases.
• Word processing letters, reports and other documents and distributing them to the appropriate people, as required.
• Working across a variety of projects and managing multiple deadlines effectively, sometimes under pressure.

Person specification


Qualifications:

• Certification or training in event planning and management, online event management, or digital marketing is advantageous.
• Training in communications, marketing, or related qualifications would also be useful.

Experience

• One years' experience of coordinating online events, workshops, virtual conferences or similar digital sessions is desirable.
• Experience of coordinating in person events, workshops, conferences or similar sessions is desirable.
• Demonstratable experience using various online platforms and tools for event management and promotion such as Zoom, Microsoft Teams and social media channels such as X and LinkedIn.
• Previous experience in managing event logistics, including scheduling speakers, managing registrations, and handling technical aspects of online events.
• Experience of event budgets and financial controls related to online and inperson events is desirable.

Skills:

• Excellent organisational skills with the ability to multitask and prioritise effectively in a fastpaced environment.
• Strong communication skills, both written and verbal, with the ability to interact effectively with internal stakeholders, external partners, and event attendees.
• Proficient in using technology and online tools for event management, communication and promotion.
• Creative thinking and problemsolving abilities to overcome challenges to enhance the online event experience.
• Attention to detail and a commitment to delivering highquality online and in person events that meet or exceed participant expectations.
• Strong teamwork and collaboration skills, with the ability to work effectively with crossfunctional teams and external contributors.
• Adaptability and flexibility to accommodate changing priorities, requirements, and deadlines.

Personal Attributes

• Enthusiasm and passion for creating engaging and memorable online event experiences for participants.
• Proactive and selfmotivated, with a strong sense of initiative and ownership in driving event success.
• Customerfocused mindset with a dedication to delivering great service and satisfaction to event attendees.
• Ability to remain calm and composed under pressure, think quickly with a positive attitude and resilience to overcome challenges.
• Commitment to continuous learning and professional development to stay updated on processes, changes to online management software and online event management.

Salary:
£24,000.00-£26,000.00 per year


Benefits:

• Company pension
• Cycle to work scheme
• Free parking
• Health & wellbeing programme
• Onsite parking
• Paid volunteer time

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Location:

• York (preferred)

Work Location:
Hybrid remote in York

Application deadline: 07/04/2024


Reference ID:
HQNEVC24

Expected start date: 15/04/2024