Our client is keen to recruit a Delegate Coordinator to join their dynamic team, where you will lead the delegate team on each assigned project in the creation, management and successful delivery of event registration, attendee management and technology projects.
The role plays a great part in orchestrating and executing events, including congresses, investigator meetings, and advisory boards.
This position demands a strategic thinker, effective communicator, and meticulous organiser with an interest or experience in data management
You will be responsible for:
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Partake in client update calls for assigned projects, confidently delivering the status of event registration & supporting the delegate manager in the preparation and delivery of update calls for their projects.
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Understand client business objectives & project specific purposes delivering against these throughout
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Pro-actively communicate with clients to resolve queries/challenges on allocated projects and escalation to Delegate Manager as required.
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Attend the 'kick-off' meetings internally and externally to understand all requirements for assigned projects, support Delegate Manager during kick off meetings as required
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Take ownership for requirement gathering templates and documentation utilised in the briefing process for project based on detailed knowledge of processes and experience in delegate management programmes
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Produce project timelines in conjunction with assigned Project Manager and oversee the creation and management of timelines within the team
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Track all major milestones for delegate management across projects within your team flagging any potential clashes or resource issues to the Delegate Manager
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Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all members of the team are following the correct processes and SLA's
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Supervise the creation of effective delegate communications throughout the lifecycle of projects, pro-actively suggesting improvements and changes to suit client requirements and objectives
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Provide to Delegate Manager the updates of registration data and summaries, interrogating data as necessary to provide meaningful advice and actions for the project (e.g. attrition management, communication timelines)
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Ensure that the project is delivered within time frames specified
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Excellent data analysis skills - filtering and summarizing data
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Proficient user of Cvent and Microsoft Excel
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Good understanding of delegate flight and travel management, including working closely with flight partners to produce a flight analysis per project to ensure we are leveraging cost effective travel options i.e. group travel.
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Good understanding of room block management, hotel contracts, and attrition management.
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Adhere to the companies best practices and use of project management tools.
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Attend regular project status meetings throughout project life cycle.
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Flexibility to work across multiple accounts.
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Create & maintain effective delegate communications throughout the lifecycle of the project
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Take responsibility for prompt and accurate client updates of registration data and summaries
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Proficient in the use of preferred event technology solutions including:
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Creating reports (standard- and client-specific)
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Creation, maintenance and use of invitation lists
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Intermediate capabilities with content update (incl. some HTML knowledge)
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Understanding of multi-path registration flows incl. travel & hotel modules
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Creating & managing event emails
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Ensure all websites are effectively tested and documented, including client feedback
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Manage, check and cleanse all external data received from clients and/or suppliers
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Manage the delivery of status reports, progress reports, post-event reports & supplier reports as standard, ensuring all deadlines are met
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Ensure post-event reconciliations are provided accurately and within client SLAs, clearly showing negotiated cost savings and value adds as required
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Management of post-event surveys working with internal teams to produce actionable feedback results and analysis
We are keen to speak with candidates who have experience or are keen to move into events, with experience of knowledge of data management.
Salary/Benefits:
- Up to £25,00
- 25 days holiday per year plus bank holidays
- Discretional Annual Profit Related Bonus (not guaranteed)
The candidate must have been employed for a minimum of 6 months (ie: start date before 01st July) to be eligible to join the discretional bonus scheme and to be eligible to receive any 'general company annual salary increases' (effective January of each year)
- Health Insurance
- Wellbeing day
- Pension 4% contribution from company
- Commission for all New Client Business introduced (5% paid for the first year of business - full details available)
- Flexible Working