Events Executive

ABOUT THE JOB

Working within Events

Haymarket Events is a busy and dynamic events division delivering a diverse portfolio of Awards, Conferences, Forums and industry networking events across Haymarket brands and selected clients.

The team delivers up to 65 events each year, working collaboratively across editorial, commercial, marketing and events teams to create engaging experiences for audiences, entrants, delegates, sponsors and other stakeholders.

Sustainability is central to how we deliver our events. All team members are expected to follow Haymarket's procurement and sustainability procedures and demonstrate our five sustainability principles of Reduction, Inclusion, Transparency, Ethics and Value in their work.

• The Events Executive is a developmental role, reporting to a Senior Events Manager and working closely with the wider Events team and project stakeholders.
• The role combines responsibility for managing a portfolio of approximately 3–4 smaller, less complex and more editorially focused events, alongside providing support across the wider Events portfolio.
• You will take responsibility for the end-to-end coordination and delivery of your allocated events, with support and guidance from the Senior Events Manager and wider team. This will include financial and budget management, project planning, event administration, event websites and booking systems, marketing activity, logistics and stakeholder management.
• Alongside your own portfolio, you will provide administrative and project support to other members of the Events team across Awards, Conferences and Forums as required.

• Support the planning and delivery of a portfolio of events, working closely with the Senior Events Manager and wider Events team.
• Support event timelines, project plans, meetings and project documentation, ensuring key deadlines are met.
• Build positive relationships with internal teams and external stakeholders, including suppliers, venues, sponsors, judges, speakers, entrants and delegates.
• Support the coordination of judges, speakers, entrants and delegates, including managing communications and event information.
• Assist with the planning and administration of Awards judging processes and other event activities.
• Support event budgets, expenditure, revenue reconciliation and general financial administration, working with Finance and Management Accounts where required.
• Assist with resolving booking, invoice and payment queries and maintaining accurate financial records.
• Support the creation and maintenance of event microsites, registration platforms and other event content.
• Coordinate and support marketing activity across relevant channels, working with Marketing, Editorial, Telemarketing and external suppliers.
• Prepare and coordinate event materials, including entry packs, delegate information, promotional materials and other event communications.
• Support event logistics, including venue requirements, catering, dietary requirements, Health & Safety and risk assessment documentation.
• Support the delivery of events and provide administrative and operational assistance to Event Managers and the wider Events team where required.
• Maintain accurate event records, competitive databases and lists of potential judges and speakers.
• Support post-event activity, including certificates, trophies, surveys and archiving event materials.
• Apply Haymarket's sustainability and procurement principles across event planning and delivery.
• Undertake other reasonable duties in support of the Events team and wider business.

You will work closely with the Senior Events Manager, wider Events team, Editorial, Commercial, Marketing, Telemarketing, Design and Creative teams, as well as senior brand stakeholders. Externally, you will build relationships with event venues, suppliers, sponsors and commercial partners, judges, speakers, entrants, finalists, delegates, clients and other event stakeholders.

• An interest in events and enthusiasm for developing a career in event management.
• Knowledge or understanding of B2B industries, markets or audiences would be beneficial.
• An understanding of the importance of organisation, attention to detail and meeting deadlines.
• Good written and spoken English.
• An awareness of the importance of delivering a positive experience for audiences, clients and stakeholders.

• Strong organisation and time management skills, with the ability to manage multiple…