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Event Manager

Job description

Job Grade: 4

Closing date: 10 July 2019

Job title of line manager: Head of Events

Contract type: Fixed Term (12 month Maternity cover)

Location: London

How to apply

To apply for this role, please send your CV and a cover letter to: hrsupport@actuaries.org.uk.

Purpose of job

  • To assist the Head of Events with the development, planning and delivery of the Institute and Faculty of Actuaries (IFoA) growing event calendar of live events and online projects. Events are delivered within the UK and our international market place.
  • To be accountable for the project management and delivery of a series of events to include residential conferences, within the UK and within our global market place, for events of 50 to 1000 delegates. Organise targeted events to both members and non-members to assist with member retention and acquisition. 
  • Manage all financial aspects of events within allocated portfolio with budgets of up to £500k, including forecasting, setting ticket prices and preparing quarterly financial reports and reconciliation.
  • Undertake line management of a micro team of up to three people on a daily basis, (where event team structure is appropriate) including personal development, appraisals, workload management, mentoring and training.
  • Proactively work in collaboration with internal teams to organise and manage the IFoA’s lifelong learning programme and achieve corporate plan objectives agreed for the Directorate.
  • Negotiating and managing 3rd party suppliers before and onsite at events. Including contract management in conjunction with the legal and procurement team.
  • External stakeholder management: speakers, volunteers, regulators, government officials and other membership organisations.
  • Internal stakeholder management: managing expectations of all departments involved within event delivery, ensuring event meets their objectives.
  • Evaluation of events delivered within remit, to build in improvements of future delivery.
  • To work alongside the Head of Engagement for the recruitment of volunteers for Life Long Learning committees and to manage the relationship throughout event planning and delivery process.
  • In liaison with Head of Events, Sponsorship Manager, input into sponsorship and exhibition packages for conferences and any smaller events where applicable during the financial year, to contribute towards overall departmental sponsorship target: £300,000.
  • Partnership development – Sourcing new business suppliers (designers, venues, AV suppliers etc); sponsorship and exhibition partners; contract management and negotiation. 
  • Keeping up to date with technological advances within the events industry e.g. sourcing third party suppliers to create and manage conference Apps. 
  • Work to create a fresh stage design annually for conference and events within remit. Attend relevant trade shows where time permits to source new suppliers.
  • To manage ad hoc, non-business as usual, strategic projects that may arise as outlined by the Head of Events which develop areas of the IFoA’s offer to members..

Dimensions

The IFoA’s event team delivers approximately 70 live events per annum attracting nearly 6,000 delegates. 

The team are responsible for achieving targets of £3 million income per annum with an expenditure of approximately £2.5 million and a sponsorship target of £300,000. The job holder may be required to lead a micro team responsible for almost one third of these events and consequently one third of the income and expenditure.   

Principal accountabilities

  • Manage a personal portfolio of up to 20 events per annum. Deliver a minimum of one residential conference per annum.
  • Maintain accurate budgeting process.
  • Line manage up to three colleagues (where appropriate)  

Main contacts

Internally:

  • Head of Events, event team colleagues, Sponsorship Manager, Marketing Executive.
  • All internal departments including CEO, Directors, Heads of Departments, Presidential Team.

Externally:

  • Volunteers (seminar programme chair/conference committee chairman and committees to advise conference programmes and speakers).
  • 3rd party suppliers e.g. AV and production companies.
  • External venue staff (sales, logistics and caterers)
  • Designers and print suppliers.
  • Sponsors and exhibitors.
  • Speaker bureaus.
  • Convention bureaus (national and international)

The post represents the IFoA on a regular basis, to a high professional standard and within the IFoA’s values and behaviours.

Decisions

Has responsibility for:

  • Project & event management.
  • Line management.
  • Contracts and budgets.
  • Influence venue selection.

All the above have implications on the budget and income for the IFoA.

Complexity

The job has a high degree of complexity to ensure all events and conferences are carried out within the corporate guidelines and within budget.

  • Managing over 20 events/projects at any one time whilst establishing and meeting strict deadlines. All projects have multiple deadlines throughout the organising process, so managing up to 20 projects at any one time means the job holder needs to be an effective, accurate project manager capable of multi-tasking and meeting tight deadlines.

Impact

  • The event department is responsible for an annual contribution to the IFoA’s corporate budget. 
  • The post holder is responsible for assisting with the creation and production of relevant CPD /lifelong learning events for members of the IFoA and non-members.

Knowledge and experience

Essential:

  • Experience of end-to-end conference and event management (conferences/seminars/exhibitions, etc) successfully managing large complex events within a detailed budget.
  • Excellent project management skills with the ability to multi task.
  • Experience of producing and managing budgets (approx. £500K), and producing quarterly financial reports.
  • Excellent communication skills.
  • Adapts to non-routine or non-standard situations and problem solves to meet unplanned demands or resolve unforeseen difficulties, quickly with composure.
  • Excellent attention to detail.
  • Creative, innovative.
  • Able to prioritise and use own initiative.
  • Ability to give instructions to colleagues and 3rd party suppliers respectfully.
  • Proficient in Word and Excel.
  • Able to use PowerPoint.
  • Proficient in event management databases, online event booking portals.
  • Accurate mathematical skills.

Essential Aptitudes

  • Flexible and adaptable.
  • Work autonomously and as a key team member.
  • Endorses team spirit, supports knowledge sharing and recognition of colleague achievements.
  • Available for travel away from main office, as well as evening and weekend work.
  • Calm under pressure and ability to problem solve quickly, efficiently and without disruption to event.
  • Ability to understand and improve on constructive feedback on personal performance.
  • Able to multi-task and balance a busy workload, working on several projects at once.
  • First class inter-personal skills with the ability to communicate at all levels: senior staff, members, and personnel, both from the IFoA and external organisations.
  • Personal awareness.
  • Accountability for delivering high standards of service.

Desired:

  • Experience in a membership organisation.
  • Experience of line managing a team.

Values and behaviours

All IFoA staff are expected to demonstrate our values and behaviours which are: Integrity, Community and Progress. 

 

Additional Information

Whilst the post holder may organise up to 20 events per year, the conferences themselves vary in size, length, location and budget – each event is unique and accordingly demands the use of a variety of skills. Long-term forward planning and the effective management of staff, volunteers, budgets, and resources are essential in order to successfully organise and manage such a variety of events.

The post holder is required to be an effective planner and time manager, but they must also be able to adapt to non-standard situations, be flexible, troubleshoot when necessary, and pay excellent attention to detail. The post holder needs to utilise their communication and inter-personal skills to ensure the success of all assigned events, in order that targets and corporate plan objectives can be achieved. The post holder also needs to ensure the reputation and corporate image of the IFoA, in terms of corporate competency, and compliance with industry and IFoA quality standards.

The post holder has to ensure contractors, and associate staff are successfully and respectfully managed before, during, and after the events, ensuring that IFoA standards and reputation are maintained at the highest levels.

Contact Details

HR Team

hrsupport@actuaries.org.uk

We aim to respond to all enquiries within three working days.

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Events calendar

  • Implications of 2019 IFRS 17 Exposure Draft

    Staple Inn Hall, High Holborn, London, WC1V 7QJ
    24 July 2019

    Fully booked.

    The International Accounting Standards Board (IASB) recently published an Exposure Draft (ED) of limited changes to its insurance contracts standard IFRS 17, effective date 2022.

  • Insurance Investment Roundtable with the IFoA & PRA - 25 July 2019

    EY Offices 1 More London Place London, SE1 2AF
    25 July 2019

    Spaces available

    The IFoA hosts regular roundtable meetings with the PRA on best practice in insurance investment and the application of the Prudent Person Principle, which governs insurance investment under Solvency II.

  • SIAS Event: Climate Zero to Climate Hero

    Staple Inn Hall, High Holborn, London, WC1V 7QJ
    3 September 2019 - 4 September 2019

    Spaces available

    An introductory session to help you get ahead with climate change.

    • Science, terminology and initiatives: handy facts to keep in your back pocket 
    • Getting your point across: how to influence people and avoid common traps and pitfalls
    • Taking action: what are actuaries expected to do...and what are we actually doing?
  • KSS event – The Regulatory Perspective

    Deloitte Saltire Court 20 Castle Terrace Edinburgh EH1 2EG
    5 September 2019

    Spaces available

    This KSS talk, presented by the FCA Head of Department in Scotland, will focus on the following 3 main areas:

    • FCA business plan priorities
    • The future of regulation
    • FCA Engagement in Scotland
  • Sessional Research Event - Risk Margin Working Party

    Staple Inn Hall, High Holborn London, WC1V 7QJ
    9 September 2019

    Spaces available

    For life insurers in the UK, the risk margin is one of the most controversial aspects of the Solvency II regime. Following its implementation, the risk margin came under considerable criticism for being too large and too sensitive to interest rate movements. These criticisms are particularly valid for annuity business – such business is of great significance to the national system for retirement provision. This criticism has led to political interest, and the risk margin was a major element of the Treasury Committee inquiry into Solvency II.

  • GIRO Conference 2019

    EICC, The Exchange, 150 Morrison St, Edinburgh EH3 8EE
    24-26 September 2019
    Spaces available

    GIRO is attended annually by over 800 delegates and speakers who are keen to discuss key topics such as Pricing, Reserving, Modelling and the future of the insurance industry. GIRO 2018 was a huge success and we have opened bookings early for what we hope will be another brilliant conference at the EICC in Edinburgh this year. 

     

  • The Future of the Actuarial Profession

    Staple Inn Hall, High Holborn London WC1V 7QJ
    3 October 2019

    Spaces available

    Three actuaries – and CEOs – discuss their views on how the business world is changing and what that might mean for actuaries in the future.

  • Life Conference 2019

    The Convention Centre Dublin, Spencer Dock, North Wall Quay, Dublin 1
    20-22 November 2019
    Spaces available

    The Life Conference is the premier event for professionals interested in life insurance.  Offering a wide range of workshops and plenary sessions it’s the perfect opportunity to discover what’s hot and current in life insurance ensuring you get up to date on the latest thinking and innovation whilst meeting and exchanging ideas with a broad range of professionals.

  • Autumn Lecture 2019, London - Rt Hon Nicky Morgan MP

    Lincoln's Inn The Treasury Office, London WC2A 3TL
    2 December 2019

    Fully booked.

    The IFoA is pleased to announce that this year’s Autumn Lecture will feature the Rt Hon Nicky Morgan MP as its guest speaker.  Nicky has previously served as Financial Secretary to the Treasury and Minister for Women. She now chairs the Treasury Select Committee whose remit is to examine the expenditure, administration and policy of HM Treasury, along with all of its agencies and associated bodies.

  • Autumn Lecture 2019: Live Streaming

    Webinar 
    2 December 2019

    Spaces available

    Watch the live stream of this year's Autumn Lecture with guest speaker Rt Hon Nicky Morgan MP.