Conference and Events Manager

We are currently recruiting for a Conference and Events Manager for a prestigous college in the Heart of Oxford. Essential Experience: - Experience in event management, including initial proposal writing, venue sales, planning, delivery, and evaluation for online, in-person, and hybrid events. - Background in a customer-facing role, managing a wide range of enquiries, particularly via telephone and email. - Ability to build and maintain strong relationships with clients and suppliers, showcasing excellent interpersonal skills and the ability to communicate clearly and confidently with a diverse range of individuals, including high-profile VIPs. - Proven ability to organize one's own workload effectively, manage frequently tight deadlines, and produce accurate, detailed work. - Exceptional attention to detail, with strong organizational, time management, and interpersonal skills. - Capable of working under tight and varying deadlines. - Self-motivated with a proactive approach. - Ability to work independently as well as part of a small team. - Strong prioritization skills and effective coping strategies. - Energetic team player who is proactive and eager to drive results. - Flexible and willing to assist colleagues as needed. - Proficient in MS Office applications, email, and Internet usage. - Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility. Responsibilities: - Plan multiple events throughout the year across two venues. - Serve as the first point of contact for all enquiries via phone or email (for conferences, events, and meeting bookings), handling these inquiries promptly and professionally, with a focus on accuracy and attention to detail. - Create event proposals tailored to client requirements and present them within tight timelines. - Oversee large-scale event planning and execution, ensuring seamless coordination and delivery. - Manage client site visits. - Draft contracts for clients that detail specific event requirements. - Develop an understanding of the client's objectives and ensure event delivery aligns with these goals. - Produce and maintain timelines for each event, ensuring that on-site proceedings run smoothly with respect to setup and changeovers. - Generate deposit invoices for events for payment prior to client arrivals. - Organize one-on-one meetings with clients in the lead-up to events to finalize details. - Collect final attendee numbers by the required deadline and notify all relevant departments. - Gather wine and menu choices along with any dietary requirements promptly, enabling departments to order supplies and organize staff schedules. - Maintain working relationships with internal and external vendors/suppliers, coordinating outside vendors/entertainment, including catering, photographers, musicians, performers, and guest speakers. - Build strong relationships with event organizers and encourage regular visits to the college. - Communicate with internal teams regarding room setup, catering, cleaning, and AV requirements. - Use initiative and think creatively to continuously improve the client event experience. - Oversee events on the day, including problem-solving, welcoming guests, directing event setup, coordinating with staff, and managing external vendors. - Meet and greet clients upon arrival, ensuring all meeting spaces are in order. - Address client feedback and concerns, making adjustments as needed. - Conduct a final meeting with the organizer following the event to discuss any feedback or improvements with the Domestic Teams. - Evaluate event outcomes and implement improvements for future events. - Provide accurate feedback on client experiences and events, and support other team members when necessary. - Keep forecasts up to date for reporting to the Head of Sales. - Assist in growing the college's social media channels and engage with audiences regularly, informing them about news and events. General Tasks: - Assist other team members with bookings, catering details, menus, and rooming lists. - Support with any other day-to-day ad-hoc duties and requests. - Liaise closely with other departments in weekly Domestic Meetings concerning upcoming events. - Ensure GDPR guidelines are adhered to and that the Record of Processing Activities (ROPA) is compliant. - Understand health and safety regulations in the context of venue and event management. - Ensure that the college and its facilities comply with MIA and AIM standards to maintain accreditation. The salary is £32,898 P/A and is based on 36.25 working hours. Benefits of working with us: Free meals whilst on duty(staff and students eat in the magnificent Dining Hall) 38 days annual leave (including bank holidays) Discounted bus tickets to travel to work (c.5% discount) Interest-free loan to purchase a bicycle for work Discounted membership of our College gym Contributory University Pension scheme (Oxford Staff Pension Scheme)

Location: Wytham, GB

Posted Date: 4/4/2025