Events Executive
Location: Coventry Building Society Arena, Coventry, UK
Reports to: Head of Event Management
Direct reports to: Event Managers Senior Event Manager
Working Pattern / Hrs: 35 working hours per week with an unpaid hour lunch break. Hours will be scheduled in line with the event management rota and will predominantly be five in seven.
Contract Type: Permanent
Overview
The Event Executive will play a key role in supporting the Event Managers with the planning, coordination, and delivery of a wide range of events, including conferences, meetings, exhibitions, and hospitality functions. This role requires a proactive, organised, and client-focused individual who is passionate about delivering exceptional events while ensuring operational excellence.
Working solely on Conference and Banqueting Business under the value of £10,000 and collectively with Event Managers on larger Events over £10,000.
Roles and Responsibilities
Event Coordination & Delivery
Support Event Managers in the planning and execution of events, ensuring all client requirements are met to the highest standards.
Assist in compiling detailed Event Banqueting Orders (EBOs), timelines, and operational briefs for internal teams and suppliers.
Liaise with clients to gather event details, confirm final requirements, and deliver an exceptional customer service experience.
Attend client meetings and site visits as required, ensuring accurate communication of logistics and operational needs.
Administrative Support
Maintain and update event files and documentation accurately within the venue’s booking system (e.g., iVvy).
Process client correspondence, contracts, and paperwork in a timely and professional manner.
Prepare internal documentation to support the operational delivery of events, such as staffing schedules, floorplans, and setup instructions.
On-Site Event Support
Provide on-the-day event support, acting as a point of contact for clients and ensuring seamless event execution.
Liaise with internal departments including Catering, Technical, Operations, and Front of House to ensure service excellence.
Support the setup and breakdown of events as needed, checking rooms and setups against client specifications.
Client Engagement & Feedback
Build and maintain strong relationships with clients and stakeholders before, during, and after events.
Assist in gathering post-event feedback and evaluations to drive continuous improvement.
Support rebooking efforts by identifying repeat business opportunities and providing consistent service excellence.
Collaboration & Team Support
Work collaboratively with the wider Event Management team to deliver a cohesive and professional service.
Assist with the coordination of contractors and third-party suppliers to ensure all services are delivered on time and to spec.
Participate in team meetings, training sessions, and briefings to stay updated on best practices and upcoming events.
Person Specification:
Proactive and solution-focused
Team player with a positive attitude
Professional, confident, and customer-focused approach
Flexible and adaptable to changing requirements and working hours
Relevant Qualifications:
GCSEs or equivalent in English and Maths
Relevant Skills:
Previous experience in an events, hospitality, or customer service role is preferred.
Strong communication skills and a professional, client-facing manner.
Excellent organisational and time-management skills, with an eye for detail.
Ability to work under pressure and manage multiple tasks simultaneously.
Competence in Microsoft Office and event management systems (experience with iVvy is a plus).
A flexible, proactive, and team-oriented approach.
How to Apply
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