GROUPS & EVENTS CONSULTANT

London, 28th February

REPORTING TO: GENERAL MANAGER, DEDICATED CLIENT TEAM

ROLE SUMMARY:

This role requires a Groups & Events Consultant with strong, all-round experience in managing group travel and events of all shapes and sizes to provide dedicated support to one of our VIP Clients. This diverse role requires an experienced, skilled multi-tasker with first class group travel and event management experience along with strong relationship, communication and commercial skills and the ability to project manage numerous events at once, ensuring exceptional service to your client.

Working closely with our client the successful candidate will have a proven track record in delivering group travel and supporting events in the UK and overseas whilst retaining and developing strong relationships at all levels. Attention to detail, demonstrating value and building long lasting relationships are key for this role.

KEY ACCOUNTABILITIES:

Group Travel (Air and Rail)

• Create group and individual reservations and accurately input data into internal software systems
• Negotiate best fares with suppliers as well as flexible terms and conditions
• Research fares by following the R&M benchmarking strategy
• Seek cost effective solutions in line with client objectives
• Demonstrate our ‘value proposition’ to clients through hard cost savings and soft cost benefits
• Conduct and co-ordinate risk assessment and contingency plans as required
• Responsible for controlling budgeted costs
• Ensure timely and accurate cost reconciliations, ensuring clients are invoiced in a timely manner
• Own and oversee the management of a range of group travel projects to ensure client service satisfaction, manage performance to agreed client service level agreements, ensure successful project delivery on time and on budget and achieve pre-agreed event profitability targets

Event Management

This role will assist with the following types of enquiries:

• Group Hotel Accommodation (10 or more rooms)
• Hotel Accommodation for less than 10 when required for Client Events Team requiring accommodation to attend/manage an event
• Team Activities
• Venue Find Services
• Ground Transport (Cars and Coaches)
• Lead on small events from conception through to delivery and event close
• Assist the Senior Event Manager on larger events where additional support may be required
• Conducting RFP process to relevant suppliers
• Determining setup for event spaces including food & beverage, seating, a/v and entertainment
• Financial management of events (paying suppliers, raising invoices to client) and managing event budgets where required
• Conducting pre-event briefings and post-event wrap ups with suppliers, clients and service providers

WHAT WE’RE LOOKING FOR:

• 3 years of current relative meeting/event management experience
• Previous experience with a Finance based client is an advantage
• Proven experience in logistics for a variety of group travel and events projects
• Excellent fare and ticketing knowledge including published, net, group and consolidator fares
• GDS experience essential (Sabre preferred)
• Working knowledge of Office 365 and Cvent Venue Finding Software
• Strong negotiation skills
• Excellent geographical skills and airline schedule knowledge
• Project management skills with the ability to handle multiple projects simultaneously
• Excellent oral/written communication skills at all levels
• Excellent critical thinking skills
• Strong attention to detail, customer service, and negotiating skills
• Ability to remain calm in stressful fast-paced situations, and able to set priorities and multitask
• Excellent and strong multi-tasker, who has the ability to work as a team player and be selfmotivated
• Good business acumen and commercial awareness
• Maintain a client perspective at all times
• Ability to lead an event and direct client decision making
• Financial management: ensuring accurate budgeting and invoicing throughout event
• Ensure all KPIs and SLAs are consistently met
• Ability to present information in a clear and concise way
• Engage and communicate across diverse internal and external audiences
• Gain the credibility and confidence of multiple audiences through creative solutions
• To undertake face to face meetings with client when required to do so
• To be a key member within the client’s dedicated team to build, maintain and manage client’s expectations and processes
• Understanding and following client’s specific processes and policies