Event Project Coordinator

About Zentive Agency

Zentive is a progressive events company specializing in Meetings, Incentives, Conferences, and Exhibitions (MICE), dedicated to producing engaging events that positively impact people and the environment. Our innovative and sustainability-driven methods position us as a pioneer within the events industry.

Role Overview

We are seeking an Event Project Coordinator to join our expanding events agency team. This corporate event management position requires candidates with either a degree in Event Management or a minimum of one year of experience working in an event agency on corporate events. Candidates must reside in the UK and be able to travel freely across the UK, mainland Europe, and internationally.

Key Responsibilities

• Assist with all event elements from venue sourcing and cost negotiations to creating registration forms and communicating with suppliers.
• Manage professional communication and coordination of client event delegates.
• Create event proposals at a professional level using provided templates.
• Develop and execute event-specific project plans.
• Coordinate participant registration, travel arrangements including flights and logistics.
• Support the team with event registration websites, app development, and technology integration.
• Manage hotel communications to ensure meeting requirements meet or exceed client expectations.
• Build and maintain strong client relationships by delivering outstanding service.
• Work closely with clients to define event objectives, themes, and desired results.
• Coordinate with preferred suppliers for ground transportation and production needs such as audiovisual and translation services.
• Prepare onsite documentation, files, and stationery for clients.
• Attend weekly client conference calls to provide project updates and highlight upcoming tasks.
• Potential for onsite delegate and logistical management per event basis as requested by clients.

Candidate Profile

• Strong dedication and thorough attention to detail.
• Excellent time management skills capable of meeting tight deadlines.
• Able to handle multiple projects and stakeholders simultaneously in a fast-paced environment.
• Effective communication skills with internal and external stakeholders at various levels.
• Experience in event registration procedures and logistical organization.
• Passion for organizing successful events with a focus on sustainability.
• Good understanding of venue sourcing in the UK, especially London, including cost negotiation.
• Familiarity with Cvent event management software is advantageous.
• At least one year of relevant agency experience in a similar role.

Additional Information

Salary is between £28,000 and £32,000 annually depending on experience, along with various benefits. This is a full-time, permanent, hybrid role based out of the London office with flexible and remote working options.

Diversity and Inclusion

We are an equal opportunity employer that values diversity. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability.