Conference & Events Specialist recruitment
The global conference and events team organises and manages the Bank's core business sector conferences, sponsored conferences, field trips and management off-sites, client entertainment projects, hospitality, sponsorship linked events and corporate memberships. We work with different business areas throughout the Investment Bank on the planning and management from an initial briefing meeting to the conclusion of each conference or event.
We deal with the budget and the internal approval process; venue search and booking; save-the-date and invitation process; speaker liaison, entertainment; signage and branding; décor, theming, stage sets and AV support, as well as all other logistical requirements. In addition, we liaise with external conference organisers when the Bank is involved in some form of sponsorship of a conference, external ticketing agencies and oversee a number of corporate memberships.
The UBS London conference and events team consists of 7 permanent project leaders who are each responsible for the running of their allocated events. This team reports into the Head of Marketing Execution, London.
Objectives of UBS Conferences and Events
- To be a showcase marketing event for UBS, demonstrating that we are one step ahead of our competition
- To provide an active platform for discussion of key issues and receive feedback from attendees
- To demonstrate our capability in bringing together major corporate and institutional investor clients
- To give corporate attendees the opportunity to meet and network with institutional attendees in one-on-one meetings at the conference
- To give client facing staff the opportunity to meet and network with corporate and institutional clients in a non business setting
- To disseminate information to clients of the bank e.g. research information, company results, educational products and tools
Job description
The conference and events team is responsible for all UBS external conferences, internal conferences, sponsored conferences, client entertainment projects, hospitality, sponsorship linked events and corporate membership. We are looking for an experienced conference and events planner to join the team:
General
- Conference and event preparation, including: stationery and corporate gift sourcing, shipping equipment to worldwide venues, time management, checklists and name badge creation for attendees and other ad-hoc tasks
- Attend each conference and event oversee all logistics, temporary staff and all other aspects of the conference/event
- Brief and supervise temporary staff recruited to assist with the conference/event
- Produce post conference/event survey and post conference/event report
- Administer corporate hospitality packages
- Develop and actively market the Bank’s corporate entertaining programme bank wide
- Identify exclusive client entertaining opportunities and deliver a portfolio of options to the business
- Communicate with global Event Marketing team members across all disciplines on regular basis
- In conjunction with team members, review working practices bi-annually and implement changes where appropriate
- Establish a close working relationship with business areas through dedicated business account responsibilities
Requirements
- Experienced conference and events planner with Investment Banking background
- Strong knowledge of venues and suppliers in London
- Acute attention to detail
- Must be able to meet tight deadlines
- Strong team player
- Flexibility
- Database experience - Access or similar
- Excellent general administration skills
- Ability to multitask and prioritise workload
- Able to work under intense pressure
- Excellent knowledge of MS Office, particularly PowerPoint and Excel
- Confidence when client facing, and a good telephone manner