Senior Coordinator, Global Conferences and Events - London (12m FTC)

Bain & Company ,
London, Greater London
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Job Description

The Senior Coordinator, Conferences & Events on Bain's Global Marketing team will provide operational support to their manager and broader Conferences and Events team to design, deliver and execute outstanding experiences for our clients. The Senior Coordinator, Conferences and Events is responsible for organizing and rolling out a set of events across regions or globally for Bain's industry and capability practice areas, as well as Bain local market-focused events. They are also responsible for organizing Bain's participation in third party events and conferences. The Senior Coordinator supports multiple events in a busy environment, provides excellent customer service, and is able to build relationships with internal and external clients and vendors. Responsibilities : Event Management: implement and iterate event strategy for the year in close collaboration with the event owner (Practice or Local Office Marketing team) for Bain-hosted events (ranging from dinners to receptions to single or multi-day forums and roadshows, local press events and local alumni events) as well as some larger events in partnership with third parties e.g. industry conferences * Collaborate with the Conference and Events leadership team and the practice/capability marketing manager to produce memorable and impactful events for clients * Full project responsibility: driving planning, design, coordination and execution, including (and not exclusively): * Regularly update the event owner (Practice or Local marketing team and event champion) * Provide recommendations on event content flow and structure e.g. timings, breaks, mix of formats * Own all event logistics/details, including venue, catering, translations, materials, transportation, technology (sound, video, interactive) * Draft invitations and upload invite list in CRM platforms * Manage event branding according to Bain visual identity * Negotiate contracts with suppliers, external providers and third party conference partners e.g. where Bain may be sponsoring or otherwise participating in a third party event * Coordinate external services (audiovisual, tech, signage) as needed * Serve as liaison with vendors - before, during and after event * Provide relevant assets (pictures, quotes, ...) for digital platforms * Own onsite production, end to end * Track event registration * With support from local marketing team, execute events in local markets * Deploy and maintain event playbook and maintain database of relevant event collateral e.g. event agendas * Organize and deliver virtual/online events, leveraging video conferencing technology and recommending and delivering additional components to drive engagement Marketing & Branding * As event expertise grows, assist with the design, content and messaging for all event and presentation materials, consistent with the standards and integrity of the Bain brand * Create innovative ways to improve internal and external communication process, in support of the event planning process * Update CRM database and event platform, ensure contacts are resolved and classified appropriately. * Execute invite mailings * Interface as needed with external contacts/parties as knowledgeable Bain representative, and with firm leadership team * Maintain strong relationships with Marketing colleagues to leverage best practices and share key learnings Project Management * Create and drive project timelines, plans, concepts covering all aspects of event production * Prepare event briefing materials (e.g. work plan, prep materials, research if needed, and post-event summaries) * Schedule and lead regular planning calls with Bain Partners and other event sponsors Ad Hoc Responsibilities * Support practice/capability marketing manager in organizing, preparing and coordinating partner participation at third party conferences e.g. industry tradeshows, executive summits * Flexibility: Support other events in the firm, if needed Qualifications: * BA or equivalent undergraduate degree; preferred in marketing with strong academic performance * 3-4 years of event planning experience; at least 1 year of marketing and branding experience preferred * Languages: English; one additional language preferred * Strong team player * Proven track record of organising and driving events, end-to-end * Significant expertise in programs and/or processes * Demonstrated success in project and problem-solving, detail-orientation and customer service skills required * Highly organised, with attention to details, and process-driven; handle situations with poise, understanding and tact * Ability to work remote and in virtual teams * Ability to prioritize * Outstanding written and verbal communication skills * Ability to thrive in a fast-paced and changing environment * Can adapt to changing environments and cultures * Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously * Strong professional presence and outstanding communication skills

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