Job Grade: 4
Closing date: 10 July 2019
Job title of line manager: Head of Events
Contract type: Fixed Term (12 month Maternity cover)
How to apply
To apply for this role, please send your CV and a cover letter to: email@example.com.
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..
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.
- 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)
- Head of Events, event team colleagues, Sponsorship Manager, Marketing Executive.
- All internal departments including CEO, Directors, Heads of Departments, Presidential Team.
- 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.
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.
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.
- 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
- 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.
- 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.
- 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.
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.
We aim to respond to all enquiries within three working days.
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