JOB DESCRIPTION
TITLE:
Events Project Manager
REPORTING TO:
Brand Relationship Manager
HOURS OF WORK:
35 hours per week
1.
PURPOSE OF THE JOB
1.1
To co-ordinate and manage the administration and logistics of all internal and
Instructor events, including but not limited to: All Associates Meeting, Associate
Christmas party, Kick-off Meetings, UK & Ireland Instructor conference, Elite
Instructor event and exhibitions/tradeshows.
2.
LINE MANAGEMENT RESPONSIBILITIES
2.1
None at present.
3.
DUTIES AND RESPONSIBILITIES
The Events Project Manager must be able to complete a wide range of activities
requiring clear communication, excellent organisation skills and attention to detail.
Must work well under pressure, ensuring the smooth and efficient running of all
Kumon events.
3.1
Researching, planning, budgeting, evaluating and reporting on the events calendar.
3.2
Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal
obligations, staffing and budgets) to submit to senior management.
3.3
Providing periodic progress reports to line manager and stakeholders on a regular
basis.
3.4
Managing a pre-defined budget and advising line manager of any efficiencies or
over-spend in a timely manner.
3.5
Securing and booking suitable venues or locations, taking into account suitable
access and transport links for required attendees.
3.6
Co-ordinating venue management, caterers, stand designers, contractors and
equipment hire as and when required.
3.7
Serving as the main contact with venue and external providers throughout the
planning of the event, on the day itself and post-event.
3.8
Organising facilities for car parking, traffic control, security, first aid and hospitality.
3.9
Arranging accommodation and meals for all delegates as and when required.
3.10
Identifying and securing speakers or special guests and supporting them with
transport, dietary requirements and the construction of their presentation.
3.11
Handling all aspects of the registration process, and making best efforts to ensure
high attendance figures.
3.12
Liaising with Instructors/Associates to confirm attendance, answer any queries and
send the necessary event documentation.
3.13
Planning venue setup in terms of layout, branding and the entertainment
programme, scheduling workshops and demonstrations.
3.14
Co-ordinating staffing requirements and staff briefings ensuring all Associates are
aware of their responsibilities and what is expected of them in advance of the event.
3.15
Preparing delegate packs and papers.
3.16
Liaising with marketing colleagues to promote events across various media
ensuring consistency of messaging and branding.
3.17
Working with Design team to create branding for events and organising the
production of tickets, posters, packs, nametags, notebooks, gift bags, registration
lists, seating cards, etc.
3.18
Co-ordinating suppliers, handling Instructor queries and troubleshooting on the day
of the events to ensure everything runs smoothly.
3.19
Overseeing the dismantling and clearing down of venues after events, ensuring all
materials are boxed up and returned to relevant locations in a timely manner.
3.20
Collating post-event evaluations (including data entry, feedback surveys and
analysis and producing reports for relevant stakeholders).
3.21
Ensuring effective communication within the team, both in the development of the
event and after the event.
3.22
Attending supervision, training and meetings as and when required. There may be a
necessity for these to be outside of normal working times and at weekends.
3.23
Working within, abiding by and positively promoting all Kumon UK & Ireland’s
policies and/or procedures including, but not limited to, health and safety matters.
3.24
Carrying out all reasonable duties as and when requested by your line manager or
any other senior management member.
3.25
Reporting any unresolved issue/s to your line manager in a timely manner.
3.26
Being proactive and committed to an ongoing programme of professional selfdevelopment.
3.27
Attending supervision, training and meetings as and when required. There may be a
necessity for these to be outside of normal working times, including evenings and
weekends and may require travel within the UK and/or overseas.
3.28
Maintaining confidentiality at all times in accordance with data protection and
privacy legislation.
This job description outlines the general ways in which it is expected you will meet
the overall requirements of this post.
The list of tasks is not an exclusive one and duties may be varied from time to time.
This job description is subject to regular review.
Reviewed July 2015.
PERSON SPECIFICATION
Events Co-ordinator
ATTRIBUTE
EXPERIENCE
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EDUCATION
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PERSONAL
ATTRIBUTES
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KNOWLEDGE
AND SKILLS
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ESSENTIAL
Experience of event management
Sole management of a budget
Managing multiple projects and work
assignments
Experience of working with and
maintaining an online booking
system
Experience of corporate event
management
Relevant degree or equivalent –
marketing, advertising or business
studies
Professional manner
Enthusiastic
Confident
Creative flare
Able to work-unsupervised and use own
initiative
Pro-active and results driven
Exceptional attention to detail
Positive and motivational
Calm and composed
Solution oriented
Personable and well presented
Strong organisational and timemanagement skills
Strong communication skills
including writing, proof reading and
speaking
Good attention to detail
Ability to give clear, concise and
engaging communications
Ability to accomplish projects with
little or no supervision.
Computer literate in a variety of
packages including but not limited to
Word, Excel, PowerPoint and
Outlook
Excellent telephone manner
Team player, but ability to work on
own initiative
Ability to organise a high work-load
Ability to multi-task
DESIRABLE
 Event management experience
with +300 delegates
 Achieved a 2:1 degree
 Experience of managing a
Content Management System
 Experience of managing print
solution companies
 Experience of hosting training
 Experience of using Prezi or
other presentation formats
OTHER
INTERESTS
 Flexible approach to working hours
 Appreciation of customer care
 Full drivers licence and ability to
drive (willing to drive company
vehicles such as small vans and
estate cars)
 Willing to travel regularly to other UK
& Ireland offices as and when
required (with possible overnight
stays)
 Willing to travel to overseas to other
world-wide Kumon offices as and
when required (with
overnight/weekend stays)
 Positive and caring interest in
children and their capabilities