Client Experience & Events Senior Specialist

WHAT YOU'LL DO

PLEASE NOTE THAT THIS ROLE IS 5 DAYS A WEEK IN THE OFFICE AND IS A CONTRACT ROLE FOR 9 MONTHS.

As a Client Experience and Events Senior Specialist, you will play a pivotal role in driving exceptional client experiences and seamlessly executing events to enhance our organization's reputation and client relationships. This position requires a dynamic individual with a proven track record in client engagement, event management, and a strategic mindset to contribute to the overall success of our business. The Client Experience and Events Senior Specialist role will report to the Client Experience and Events Senior Manager, and you will be fully responsible for the coordination of the day to day running of the Client Experience Department as well as ad-hoc operational duties.

What you'll do

• Overseeing large complex event planning and execution, ensuring seamless coordination and delivery such as annual MDP offsite event, annual senior women conference, LMD etc.
• Developing and implementing an affiliation management strategy, fostering strong partnerships with internal and external stakeholders
• Evaluating event outcomes and implementing improvements for future events
• Collaborating with internal and external stakeholders, including production companies and vendors
• Oversee contract negotiations and work closely with the legal an insurance teams.
• Managing event budgets and ensuring cost-effectiveness
• Identifying and pursuing sponsorship opportunities and revenue-generating activities
• Managing the events inbox with an initial response time before the end of the day.
• maintain resource files for events, meetings, possible future sites, and any other related event data.
• Assist with budget estimates and options to ensure events remain within budget guidelines.
• Overall responsibility of onsite management and delivery of events.
• Developing an understanding of the client's objectives and ensuring event delivery is aligned.
• Creating event proposals which fit client requirements and presenting proposals within tight timelines.
• Produce and maintain a timeline for each events ensuring that the onsite events run accordingly with set up change overs in mind.
• Maintaining a working relationship with internal and external vendors/suppliers. Coordinating any outside vendors/entertainment, including catering, photographers, music, performers, guest speakers etc.
• Communicating with internal team on room set up, catering, cleaning, and AV requirements.
• Ensuring all external guests are pre-registered before the event date.
• Overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organising external vendors.
• Ensure all relevant stakeholders are well briefed in relations to all events logistics and ensure that the delivery instructions are clear and do not affect or compromise back door, security, facilities, or front of house activities.
• To be the point contact between event hosts and workplace team.
• Providing on-site support at all events even during out of office hours.
• Communicating with building management team, loading bay bookings and large parties.
• Creating and updating events report dashboard and presenting to the internal team and management team monthly to help make data driven decisions.
• Using initiative and thinking outside box constantly to improve client event journey.
• Updating Concierge team weekly for all the events planned on the 8th floor and working collaboratively to create a tailored client experience/journey specific to BCG client floor.
• Taking on feedback and client concerns and adjusting accordingly.
• Anticipating and planning for different scenarios and planning multiple events at once.
• Carry out additional tasks as requested to support the growth of the events together with client experience & events assistant and department's senior manager.
• Providing accurate feedback on client experience & events as well as support to other team members where necessary.
• Assisting with any other day to day ad-hoc duties and requests.

YOU'RE GOOD AT

• Time management and organisational skills with high attention to details.
• Agile, quick forward thinking and calm under pressure.
• Ability to stay calm under high pressure
• Technical skills in Outlook, Word and Excel and a high standard of written work particularly email and letter writing.
• Have a great can-do attitude and are extremely resilient.
• High level of attention to details.
• Able to work individually and as part of a team and able to use own initiative.
• Able to be pro-active and have conscientious approach that your work is produced a consistently high standard, in terms of quality, accuracy and efficiency.
• Comfortable speaking to senior members of the company in any capacity and take pride in the work that you accomplish.
• Able to build strong relationship with key stakeholders
• Flexible attitude to working hours based on business demands.
• Ability to contribute positively and work supportively, co-operatively, and collaboratively with colleagues.

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• Minimum 5+ years of experience in organising events.
• Knowledge/experience of planning and organising corporate events in varying sizes.
• Proven working knowledge of customer service experience.
• Ability to multitask, prioritise and have a high sense of urgency
• Ability to collaborate and support team outcomes using effective communication and strong interpersonal skills
• Excellent proven knowledge of MS Office.
• Strong IT skills

Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.