Event Executive Job description

x2 roles available
Salary: Up to £23,500 + depending on experience, 35 hours per week, Monday to Friday
Based at 1 Wimpole Street

The Royal Society of Medicine (RSM) is a charity providing an extensive programme of meetings for doctors and other professional allied to medicine. The RSM is based in central London, just behind Oxford Street. The Society offers good benefits to staff and a friendly working environment.

We are looking to recruit two Event Executives to support the RSM Events team and provide co-ordination, forward planning, budget management and logistical support to the RSM educational delivery. The post holder will be expected to be professional and proactive, applying customer-focused processes to enhance event procedures and take a high level of ownership for the events for which they are responsible.

This role will support and provide guidance to Section Councils/Education Programme Managers in the forward planning and running of in person events as well as webinars and complying with agreed Service Level Agreements (SLA).

This role for the next few months will be focused on running mainly just webinars from home for the next few months before we look to return to our offices based in 1 Wimpole Street where we will return to running in person events at the end of the year.

Key tasks and responsibilities

Event planning

  • Attend meetings where required for the Education Programme Managers to handover an event brief and programme, once handed over, you are responsible for the delivery and continued planning of the event
  • Work in close liaison with meeting organisers in the development and delivery of the event
  • Highlight opportunities for innovation, creative approaches and the use of technology to support events and make them more engaging
  • Produce an event SLA for Education Programme Managers and Education Event Team Manager to approve and ensure SLA is adhered to throughout event planning
  • Proposes budgets for allocated events and monitor financials throughout event planning stages to achieve and where possible exceed targets – highlighting concerns where appropriate
  • Set RSM Events up on the CRM system
  • Upload event programme to website following brand guidelines and house style
  • Attend regular event planning meetings, section council meetings where required
  • For webinars, following our in-person processes, there is a requirement to set up the Zoom platform to hold the webinar on, along with attendance at the test webinars with the AV team and availability on the day of webinars to ensure the smooth running of the event

Event delivery

  • Work with and provide event information to RSM marketing and communication teams for the promotion of the event and circulate promotional materials to speakers and council
  • Apply for Continuous Professional Development (CPD) approval through the Dean of the RSM as well as the Royal College of Physicians (RCP)
  • Manage all operational aspects of coordinating event, collaborating with other RSM departments such as catering, audio visual and internal operations team
  • Where applicable with out of house events support venue finding, contract negotiation and manage operations with external venue
  • Work with the Customer Service team to ensure they know about events to enable them to answer delegate questions and provide and excellent customer service
  • Work with the Sponsor team to brief targets and ensure sponsor agreements are fulfilled as per contract
  • Assure effective liaison with speakers, and organise travel and accommodation, where required, invite people to speak at events and manage responses working closely with Education Programme Managers
  • Work with members of the Customer Service team to ensure organisation and collation of delegate packs and other event resources in preparation for the event
  • Attend the event, creating a strong presence on the day ensuring speakers, sponsors and meeting organiser are fully supported
  • Be the first point of contact on the day for delegate queries ensuring excellent customer service is given • Manage feedback from delegates to evaluate the event
  • Close down finances and ensure all post event financial reporting is accurate
  • Attend post event wash up meetings where required

Educational department support

  • Support prize management according to the Section/RSM regulations
  • Support Education Programme Managers with planning the event year and preparing annual budgets and reforecasting figures
  • Develop cooperative relationships with Sections and external partners when planning and executing events
  • Fully participate in projects that enhance educational development as required by the Education Programme Managers and Education Event Team Manager offering new ideas and innovations
  • Manage external relations with stakeholders and partner organisations in the development of education and training
  • Support Senior Events Executives with inducting and training new starters in liaison with Education Event Team Manager

Candidate specification

To be considered for the role you will need to be able to demonstrate the following:

  • Educated to degree level
  • Minimum 2 years experience within a busy Events team
  • Fluent in written and spoken English to professional business standards
  • Proven effective experience of coordination and running of events
  • Experience of production of management reports including financial
  • Experience of drafting budgets and monitoring and keeping expenditure to within budgets
  • Experience of recommending improvements to services
  • Ability to complete detailed work accurately
  • Experience of using a computer database and CRM functionality
  • Competence in MS Office (Outlook, Word, Excel)
  • Experience of working with stakeholders of varying seniority

How to apply

To apply for the above opportunity please forward a CV and covering letter to Lucy Courtney-Bennett at Lucy.Courtney-Bennett@rsm.ac.uk no later than 9 September 2020.

The Society is an equal opportunities employer and fully committed to the safeguarding and fair processing of information received from candidates applying for opportunities within it and fully complies with the spirit and regulations of the GDPR. For a full statement about the type of data that the Society keeps about job applicants and the purposes for which it is kept, please read our fair processing notice for job applicants.