Events Executive - London, United Kingdom - Herbert Smith Freehills

Herbert Smith Freehills
Herbert Smith Freehills
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

LONDON - EXCHANGE HOUSE/SQUARE

THE OPPORTUNITY

  • The Events Executive supports the Events team in London to drive the delivery of the firm's event and corporate hospitality and senior networking programme to achieve client retention and acquisition.
    Key responsibilities

Corporate Hospitality, Debentures and Memberships

  • Ensuring effective administration and utilisation of the firm's membership and debenture opportunities.
  • Management of thirdparty suppliers of corporate hospitality services to ensure delivery of a cost effective, quality service.
  • Support achievement of cost efficiencies through effective negotiation.
  • Communicating hospitality, debenture and ticket opportunities to the business, and manage queries, changes and adhoc requests.
  • Manage RSVP's, maintain guest lists and liaise with venues/suppliers as to attendees, contracts and any special requirements.
  • Manage a firmwide debenture programme.
  • Maintenance and communication of upcoming events and corporate hospitality information.

External Client Events

  • Support the events manager and senior events executive in the organisation of client seminars, client events and significant corporate entertaining opportunities (such as dinners, receptions, networking activities.).
  • Support the team with business development, diversity and inclusion network, learning and development and alumni initiated events, including adhoc client entertainment directly initiated by partners.
  • Responsibility for delivering events from conception to completion.
  • Researching, planning and operating events to deadlines, in the UK and overseas, either alone or with the wider events team.
  • Developing ideas and proposals for the annual event programme, and presentation of the same.
  • Updating the Global Events Calendar and events sharepoint hub with new event opportunities.
  • Venue and supplier contract overview and negotiation.
  • Supporting the events team to deliver creative and innovative client events, run external seminars and conferences.
  • Building account relationships with UK and overseas venues and suppliers.
  • Event design and execution of inperson, virtual and hybrid experiences.
  • Working with Business Development and wider Networks on carefully targeted client guest lists.
  • Briefing, designing and managing event materials, invitations and communications.

Partnership and Sponsorship Events

  • Support the events manager developing events associated with the firm's events and sponsorship programme.
  • Support the events manager in the organisation of major nonclient events i.e. Partnership and Divisional Dinners.
  • Responsibility for the organisation of events associated with the firm's Network programmes.
  • Support the events manager with upcoming campaigns, sponsorship opportunities and strategic projects.

Key internal relationships:
Events Team, Director of Brand, Marketing and Digital; Head of Marketing UK, US & EMEA, Design Lead, Global BD team members and CRMs including senior associates and partners involved in campaign and events initiatives


Key external relationships:

Event suppliers, agencies and venues


SKILLS, EXPERIENCE AND QUALIFICATIONS

  • An events qualification and / or a degree is desirable, but not essential.
  • Previous experience of organising successful corporate events and hospitality.
  • Experience in InterAction and Vuture is key although not essential.
  • Knowledge of accounting procedures and guidelines.
  • Positive communication skills both written and verbal experience dealing with colleagues at all levels, clients and suppliers to maintain and develop good relationships and experience of proposal writing.
  • Proven experience of dealing with and managing third party suppliers and venues.
  • Contract overview and negotiation.
  • Excellent product knowledge and awareness of both UK and overseas venues and destinations.
  • Good negotiation skills.
  • Flexibility of working hours to accommodate early morning or evening events.
  • Multitasker with the ability to switch between analytical and creative tasks.
  • Experience of, and interest in, online and rich media.
  • Aptitude for event design and execution of inperson, virtual and hybrid experiences.
  • Attention to detail with a high level of accuracy.
  • Ability to cope with conflicting demands, meet deadlines and prioritise tasks.
  • Enthusiastic, positive, and committed team member.

Competencies

Personal Leadership

  • Takes pride in their work and positively impacts those around them
  • Inspires confidence by consistently delivering quality work
  • Maintains composure under pressure by finding ways to manage their reactions to challenging situations
  • Behaves consistently with the firm's values and brand and inspires this in others
  • Demonstrates sound knowledge in their field
  • Anticipates potential problems and identifies a range of possible solutions

Connects and Collaborates with People

  • Takes an active interest in others a
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