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Events Co-ordinator

Job Summary

The Events team are producing 39 + events globally in 2015 and plan to increase this number year on year. The candidate will be responsible for providing effective organisational and administrative support to deliver world-class awards ceremonies and conferences under the auspices of Global Competition Review (GCR), Global Arbitration Review (GAR), Global Investigation Review (GIR), Latin Lawyer (LL), Who’s Who Legal (WWL) and LACCA.

This is an exciting opportunity for someone who is looking to develop in the area of Events and Conferences.

Responsibilities

Event Administration

Create events listings on the GCR/GAR/GIR/LL/WWL/LACCA website(s) and create registration pages for each eventSearch for logos and create PowerPoint presentations liaising with the appropriate EditorOrder trophies for presentation at awards ceremoniesSpeaker administration (chasing bios, booking flights and hotels, chasing speaker ticket payment)Research, negotiate and book hotels and flights for the events teamResearch and negotiate prices of potential venues and restaurants for conferences, awards ceremonies and speakers’ dinners·Putting together conference packs and tent cards to send to the printersCoordinate invites, send out and collect responses for speakers’ dinners and cocktail receptionsCreate seating plans for awards ceremoniesSend final reminder emails to all attendees, collecting dietary requirements and other special requestsKeep events listings up to date with programme and speaker changesLiaise with production to create PDF brochuresCreate delegate and speaker badges for each event

Marketing

Liaising with the web team, create and check marketing HTML’s to be sent to internal lists of potential delegatesDistributing the PFD brochure to relevant speaking firm(s) to help raise awareness of the event

On the day

Set up and run the registration desk and deal with queries from delegates in a proactive, helpful manner; keeping the area tidy; looking smart and behaving informed and professionally at all timesPolitely assisting the ‘on the day Producer’ throughout the day

Post-event

Collecting and scanning feedback evaluation formsSend each speaker and delegate a ‘thank you’ email, containing the final delegate list, slides and any other relevant materialsSend each award winner their photograph and co-ordinate and fulfil any additional trophy salesArrange for each award winner to receive an awards supplementEmail award winners an ‘Awards’ stamp for their website

General

Keeping an accurate stock report and order stock when needed (i.e. badges, inserts, bags, lanyards etc.)This is a general description of the role, which may change due to business needs.

This is a general description of the role, which may change due to business needs.

Individual Requirements

The following applies:

A strong undergraduate degreeAn experienced and confident user of MS Office suite – Word; Excel; Access; PowerPoint and OutlookDemonstrable organisational and administrative experienceFine attention to detail – follow-through and completionExcellent communication skills both written and verbalA proactive and quick learnerDemonstrable ability to use initiative in a fast paced environmentDemonstrable ability to use judgement to prioritiseDemonstrable evidence of bringing personal energy and working co-operatively in a team-based environmentDue to the nature of the role (international travel, irregular working hours etc), a flexible approach to work is essentialDue to the global nature of the role – having an international outlook or experience of working in an international environment would be desirableThe ability to work with html – desirable

Please note, only candidates who have the right to work in the United Kingdom will be considered for this role.

Job added on 20-10-2014