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Event Manager London, England

American Express Global Business Travel

Full Time London, England 28000 - 41717 GBP ANNUAL Today

Job description

The Role:

The Event Manager will be responsible for all elements of the end to end management of an event, including sourcing, group air, logistics, financial management and delivery.

They will manage the process from Meeting Qualification call and initial venue proposal to post project financial reconciliation, respecting customer and American Express Meeting & Events standards, procedures and policies.

Responsibilities:

End to End National and/ or International project management
Negotiation (Financial, Contractual etc) with suppliers
Communication with meeting owners
Operational management of the event database (planning, registration)
Accurate and timely data management
Logistical coordination of the event
Budget reconciliation per event
Sound Company product knowledge and ability to cross sell products where possible
Analytical Reasoning – using analysis of today’s meeting data for future event delivery
Onsite assistance
Financial and Data Reporting per event, per client
Additional duties as requested
Willingness to travel internationally – often at short notice

The Event Management role contains all or some of the following tasks:

SOURCING

Qualifying call with meeting owner to determine requirements of the event
Identify appropriate venues according to client/event needs and launch of Request for Proposal
Creation of Client Event Proposal
Identify appropriate transportation to venue (air, train…)
Follow preferred suppliers program
Advise the client about the most suitable options to meet event objectives
Inform about rejected venues (quality, availability…)
Communication with suppliers
Confirm and manage supplier deadlines
Reminders to customer on supplier deadlines
Budget creation and management
Negotiate rates and conditions
Revenue management to ensure per event profitability
Coordinate Inspection trip if needed and assistance if required
Secure meeting owner approval on budget and terms & conditions of suppliers
Collect required data according to customer policies (POs…)
Confirm/Cancel venues to suppliers
Provide feedback to suppliers on cancelled venues
Secure contracts from suppliers to be signed
Renegotiate best rates, contract conditions and payment terms
Sign contracts with suppliers
Issue timely deposit invoices to customer
Make required payment to suppliers to ensure bookings

LOGISTICS

Identify opportunities to increase income/revenue: new products, additional services, improved services
Liaise with suppliers
Coordination of all involved services (venues, accommodation, transportation, restaurants, transfers, audio-visuals…)
Attendee management
Direct contact with attendees (if required)
Reminders to meeting owner on cancellation and attrition deadlines
Establish plan for transportation from origin cities to venue
Coordinate transfers at destination
Advise meeting owner about menu options
Prepare documentation for attendees:
Programme / Welcome letter / Badge / Air/Train ticket
Prepare internal documentation for the event:
Agenda with milestones and details of the event / Rooming list
Transfer lists / Contacts
Prepare meeting signage
Alert meeting owner with updated budget if it increases more than 10%
Updated budget to client prior to departure
Ensure compliance to customer policies
Issue invoices to customer as per agreement
Make required payment to suppliers as per ad hoc agreements
Briefing to onsite assistants/freelance staff

EVENT

On site assistance
Ensure approval is received for any extra service required on site
Negotiate cancellations/no shows to minimize costs

POST EVENT

Re-negotiate cancellations/no shows to minimize costs
Refund unused flights where possible
Prepare specific report per event (transparency, compliance, expenses, savings…)
Prepare actual Attendee status
Prepare actual budget with final cost reconciliation
Prepare final invoice for client or individuals

Key Skills Needed:

Fluent Business English
Additional languages are a benefit to the role
Customer care excellence
Proficiency in Word, Excel and PowerPoint
Proficiency in “Mail Merge” capability in Word and “Pivot tables” in Excel
Proficiency in Cvent – data entry, eRFP, reporting, budget
Minimum of 1-3 years experience in event management
Flexibility and Ability to adapt
Able to work well in a Team
Used to working under pressure
High level of attention to detail
Willingness to travel internationally – often at short notice

Location

United Kingdom - London

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

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