Event Manager

Overview

• Contract: 9 monthsfixed term (maternity cover)
• Start date: mid-November latest
• Reporting to: Jenna Kelly, Senior Event Manager
• Visa sponsorship: Not available. You must have the right to work in the UK
• Background checks: Due to the nature of the work we do with global governments and partners, all employees are required to pass BPSS verification
• Timeline: We're aiming to make an offer to the successful candidate on or before w/c 7th October

Maternity Leave Cover

We are looking for a mid-to-senior Events Operations professional to cover maternity leave on our team. To ensure a speedy and seamless transition, and to reduce the need for training given time constraints, we can only accommodate experienced candidates with a deep understanding of event management tools and platforms for this role. As a result, we think the successful candidate will look something like this:

• Proven Experience: A minimum of 5 years in event planning and operations, in a senior or similar role. You will have successfully managed complex events.
• Technical Proficiency: Advanced proficiency in key event management tools and the ability to use these platforms to enhance event delivery and attendee experience, including: Microsoft Teams' Zoom; HubSpot (desired, but similar email marketing platform and CRM will be considered); Contentful or a similar content management tool; Google Drive; Vimeo or a similar video editing and hosting tool; Asana or a similar cross-functional project management tool; Slack.
• Rapid Adaptability: Quickly grasps and integrates into our existing processes, ensuring continuity in event planning and execution.
• Leadership and Initiative: Enjoys working independently to manage projects, but also happy to assist junior team members when necessary.

Full Job Description

The Event Manager is responsible for the successful delivery of Apolitical's programme of virtual events - including weekly community events for learning and engagement, partner events which drive revenue and a range of others which position Apolitical as thought leaders in government learning. In a small, dynamic team of 3, we design and deliver 40-60 events per quarter, mostly virtual, for audiences of anything from 15 to 3,000 people. 

This role is crucial in creating learning journeys and social connections for public servants through best-in-class live event experiences. The Event Manager will ensure that events run smoothly, provide a positive attendee and partner experience and meet our membership engagement goals.

HIGH LEVEL RESPONSIBILITIES

• Manage the operational delivery and build of best-in-class virtual events as per their design, bringing the 'Event Brief' on paper to life
• Maximise event and attendee experience by leveraging the Apolitical website, event platforms and marketing channels
• Set up seamless communications systems with event invitees, registrants and attendees, through email and other channels
• Manage the central event systems and calendars
• Collect and analyse event data, including live event insights and ongoing research

CORE TASKS

Event Operations (Virtual)

• Manage the operational delivery and build of online events, ensuring they adhere to design specifications, are accessible, and maximise attendee experience
• Build engaging event pages on our website using our content management system (Contentful)
• Create and maintain accurate event calendars, cross-referencing and proofing event details across internal and external platforms
• Manage access and functionality for MS Teams and Zoom accounts used for events, including setup of event polls and other interactive experiences
• Provide back-end technical support on Zoom and MS Teams to ensure events run smoothly
• Work with with internal teams to identify opportunities for platform improvements and features that enhance event satisfaction.
• Prepare and finalise key event documents including scripts and briefs.
• Coach other team members who are moderating or on the side tech of events on a weekly basis.
• Manage recordings and transcripts, and distribution of other post-event assets
• Collect and analyse event data to measure performance and identify areas for improvement
• Reporting on event key performance indicators towards Apolitical’s goals, such as event registration numbers, attendees, and engagement with event marketing campaigns
• Conducting industry and user research to keep on top of trends and event experience preferences which will boost engagement and performance. Stay up-to-date on emerging event technology and best practices

Event Operations (In-Person)

• Venue liaison for a variety of in-person events, to ensure we are prepared for AV, catering, and other logistics
• Preparing key on-the-day documents for in-person events
• Packing and printing all key assets for the on-the-ground event team, from marketing materials to digital devices
• Shortlisting and booking restaurants or external catering provisions, where necessary 
• Liaising with suppliers for AV, live-streaming and photography, marketing materials and equipment
• Contribute to venue layout designs, translating these into any rehearsals and team walkthroughs

Event Marketing

• Create email journeys for attendees of each event in Apolitical’s CRM (HubSpot)
• Proofread all marketing assets before event launch
• Create marketing emails and segmented targeting lists to promote events to Apolitical members, applying regular testing and optimisation to campaign activities

Event Production and Design

• Assist in creating event agendas which meet goals of event attendees
• Crafting event titles, scripts and other content design pieces
• Support on speaker outreach and relationship management with experts in public service

Application Process

The Applied platform asks some demographic questions before you start your application. No one at Apolitical sees the answers to these demographic questions with your application. We only see summary statistics to help us check if our candidate pool is balanced and if everyone has an equal chance to get hired irrespective of their background. If you prefer, you can easily opt out of answering these questions.

Stages in our hiring process:

• Culture interview [45m on Google Meet]. We ask you questions on fundamental skills and behaviours for working at Apolitical. This call is about finding candidates who will add to our culture. It’s an opportunity to get to know you and for you to get to know us as an organisation, so we make time at the end for you to ask us questions about how we work.
• Team interview [45 on Google Meet]. We ask you questions on fundamental skills and behaviours for the role. It’s an opportunity to meet some of the people you might end up working with, so we make time at the end for you to ask us questions about the team and role.
• Chief Executive interview [30m on Google Meet]. We build on conversations you've had with other team members to learn about your motivations and drivers at work and within the Apolitical context.