Events Manager

Events Manager Department: London Conference Centre Location: Chicago Booth London Campus Reporting Relationships: Report to the Director, London Conference Centre Direct Reports: None Job Classification: The University of Chicago Booth School of Business is one of the leading business schools in the world. The school offers full and part-time MBA programs, a Ph.D. program, open enrolment executive education and custom corporate education, with campuses in London, Chicago and Hong Kong. Chicago Booth London Campus in London is looking for a highly motivated individual to join its team. GENERAL SUMMARY: The Events Manager will be responsible for executing a comprehensive events program for the London campus. Key planning and execution related responsibilities may range from broad implementation of events to more tactical activities and include a significant amount of event planning. This person will also cover duties of other members of events team while they are away on holidays/sick leave/off-site. PRINCIPAL DUTIES AND RESPONSIBILITIES: Event Management: Manage pre-event logistics and coordination: room setup, participants access to venue, AV/IT requirement, budgeting and invoicing, catering, transportation and other event logistical needs with external vendors and service providers. Draft, execute and manage detailed Banquet Event Orders (BEO) for all events, as approved by individual event organisers, ensuring all tasks leading to the event are executed efficiently on a timely manner. Lead BEO meetings to inform all vendors of upcoming events for the following week. Post events follow up: manage event data processing and analysis, secure and process attendees and information onto appropriate databases, send thank you notes and event summary report and distribution. Manage event logistics evaluation and debrief on event logistics with organisers. Follow up on sales reports and invoicing. Use all the event space on campus efficiently to maximise potential allocation for internal departments as well as revenue for the conference centre. Work with Events Team to provide superior service and exceed client expectations. This will often mean being present at the event and providing any service needed day of event. Administrative duties will include: Draft and execute proposals, contracts, and Banquet Event Orders (BEOs) Create and maintain client files CRM and inventory software Work with Booth Accounting on invoicing and collections Other related duties as assigned. Event Operations: This person will work closely with the London events team to ensure all event details are covered to ensure a successful event for the client. This includes catering, audio visual, IT, AV, Cleaning, labour, and any other needs are planned out and met. There will be a portion of the job where you will be working early mornings, late nights, and weekends to support event operations. Occasional travel within and outside of Europe for meetings and to support events. They will liaise with each internal and external vendor to ensure a high level of service and each of the standard operating procedures (SOP) are implemented. The ideal candidate will be able to move furniture to set/reset the room for events (tables, chairs, poser tables etc) this ability is preferred but not essential (Manual handling training will be provided). This person will be expected to perform basic security duties such as opening/closing the campus as well as escorting people off premises (training will be provided). This person will be expected to set up/reset water, glasses and stationery for the event. This person will be able to assist clients with basic IT requirements (training will be provided). Sales and Marketing: Event marketing: Create and send email newsletters for promotional offers and to keep internal and external clients informed about changes within the events department. Engage with clients using social media and update and maintain Chicago Booth Conference Centres website as well as any 3 rd party websites or portals. Event and sales reporting: Create and produce event and sales related reports monthly as required by supervisor. This position will have an annual revenue goal and as well customer satisfaction targets. Conduct in-person site inspections to introduce the facility to prospective clients. Be an ambassador to the local business community for the Booth School of Business and the University of Chicago. Maintain and enhance the Universitys high reputation for quality and excellence through our facilities and services of the Conference Centre. Attend and host local hospitality industry events to cultivate clients and market the facility. MEASUREMENTS OF SUCCESS: Demonstrate a high level of event management and administrative competence. Successful completion of scheduled events and tasks assigned. Meeting the Service Level Agreements approved by Director, London Conference Centre. Show ability to work efficiently with minimal direction and to anticipate issues and problems. Meet event project deadlines and targets. Positive feedback from supervisors and clients. REPORTING RELATIONSHIPS: Reports to Director, London Conference Centre Direct Reports None but will supervise external vendors and event service providers. KNOWLEDGE, SKILLS AND EXPERIENCE: A university degree preferred (but not essential) with work experience in similar role. Knowledge of event booking software (Amadeus, Opera, Delphi or similar) is essential. Knowledge of creating BEO (Banquet Event Order), communicating to vendors and running BEO meetings is essential. Experience of working a minimum of 2 years within the London hospitality industry (hotel or conference centre) is essential. Experience in working in an event sales environment and issuing quotations, contracts, invoicing, is essential. Experience in managing multiple conference room inventory is essential. Excellent organisational skills, initiative, and attention to detail. Ability to work flexible hours incl. evenings and weekends. Fluent English, excellent communication skills, oral and written. High proficiency with Microsoft office (especially Excel, Word, PPT) and Adobe Amadeus/Salesforce preferred. Must be able to work legally in UK on a permanent basis. Must be a self-starter and self-motivated individual Ability to project a professional image (including dress code) in all interactions with clients, vendors, faculty, and staff. Ability to work flexible hours according to business demands, sometimes on short notice Ability to handle stressful and demanding situations without disruption of efficiency, service or professional demeanour. Event management experience in hospitality or similar service industries preferred. Previous experience in a similar administration and operational role essential. SALARY AND BENEFITS The salary will be competitive and commensurate with experience. In addition to salary Chicago Booth offers an attractive benefits package including 25 days holiday per year (plus 8 Bank Holidays), Private Medical Insurance, a contributory pension scheme, interest-free travel card loan scheme. If you wish to be considered for this position, please send the below listed items to Sarah Latrous: Detailed cover letter outlining your relevant experience Updated CV Your notice period from the current workplace (if relevant) Your annual salary expectation for this position Please indicate the Job title in the Subject line of your email The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. AMRT1_UKCT

Location: The City, GB

Posted Date: 1/17/2025