Haymarket is a successful international specialist media company.  We have over 60 market-leading brands in the consumer and B2B markets across the UK, US, Asia, India and Germany, connecting people and communities across digital, print, festivals, awards, conferences, and exhibitions. 

As a global business operating in diverse markets, we are inherently multicultural and we are committed to attracting, developing and retaining talent who reflect the communities we serve.   We equally recognise our broader responsibility to society as a whole and use our power and influence to drive diversity, equity and inclusion within our markets.

Role summary:

This role is a support role, working across the whole events team. The team is a busy events division running up to 60 events a year. You will also work closely with the other Events Coordinator. 

The events calendar is composed of Awards, Forums and industry networking events for Haymarket brands and select clients. 

Whilst coordinators have tasks they manage the Event Manager should always sign off all work.

Detailed Tasks:

The following list of responsibilities is not necessarily exhaustive, nor definitive, but serves to help you understand the nature of the role. The role is primarily an office-based anchor role to ensure that the team is able to manage their events across the year. 

Key Responsibilities:  

• Become thoroughly familiar with the events run by Haymarket Events 
• Send out weekly invoices, resolve and chase invoice queries, manage the unpaid/paid Worldpay ledger and to chase where necessary bad debt working in conjunction with Management Accounts
• Manage the event backpack to ensure any on site stationary has been ordered. 
• Working with the event managers to assemble judges folders containing edited sets of entries and information
• Send out shortlist emails and chasing information from the finalists or delegates on each event, especially images and finalist detail sheets, acceptance speeches, delegate supplier choices?
• Set up events in Eventsforce for entries, Judging logins and dinner sales and manage any troubleshooting.
• Accountability for Survey Gizmo - register your interest, judges nominations etc
• Become thoroughly familiar and adhere to company GDPR regulations and wording.
• Attending the event day, managing name changes and table planning

Regular Tasks:

• Follow up with ticket bookers for names and dietries etc.
• Send out tickets along with any necessary event information 
• To assist the relevant events manager, where necessary, in building lists of preferred judges, to chase responses and maintain these lists. Send Judges dinner invites and or judges video requests for virtual awards. Event Manager to send out initial invites, 
• Follow up, where necessary, the VIP guest list for an event internally
• To maintain Haymarket Board invites to all events and to update the relevant Events Manager on each project
• Send out trophies, certificates and event survey questionnaires, to be received the day after an event. 
• Helping marketing team with website images
• Support Event Managers with CMS, resizing images etc
• Managing trophy shelf and reporting/ordering

Person specification

Preferred Attributes/Skills: 

• A degree is not necessary but you will have attained at least 2 A Levels (or equivalent) at Grades C or above. Common sense and a can do attitude is more important than a degree 
• A good use of the English language both written and spoken are essential for the role
• Good time management, a sense of humour and the ability to work in a team
• Punctuality and being organised along with good attention to detail are critical 
• Candidates should be able to keep accurate minutes of meetings 
• The successful candidate will be a self-starter
• Haymarket Events largely uses PC computers, with Word, Excel and Eventsforce software, but candidates should have the ability to use a Mac or PC
• Candidates must be able to work in a highly pressurised environment and to tight deadlines
• An interest in working in Events is essential. 

Why work with us?
People are our greatest asset here at Haymarket Media Group. Haymarket is a media, information and data business, we use our expertise in media and information to inspire, inform and empower our clients, audiences and communities. We are a socially and environmentally responsible business. As we serve our audiences, clients and communities, we are committed to driving the meaningful change necessary to build a better world. The principles of diversity, inclusion, respect, responsibility and sustainability are at the heart of our business.

We’re hard-wired to produce remarkable content for our audiences, with over 16,000 companies around the globe turning to us to help their businesses grow. Join us and you will work on market-leading brands to help create powerful and lasting relationships that deliver real results, all while developing your own career. 

Our conveniently located Twickenham HQ is home to around 600 employees with a vast array of careers from journalism, video, marketing, sales and events to technology, digital development and product management.

As well as being the home of English rugby, Twickenham has the benefit of being less than 30 minutes from central London but also enjoying its riverside location, proximity to Richmond Park and a buzzing social scene.

With flexible hours, great brands, and a modern open plan environment, we attract great people. There’s time for you to get involved in our extra-curricular activities too; from volunteering with our charity partners, going for a lunch-time riverside run, cycling around Richmond Park or after work fun!

Our team culture is friendly, vibrant and sociable. We nurture, support and reward our talent. We offer a market-leading benefits programme, tailored to individual needs and preferences. The range of benefits are vast and include a generous pension plan, life assurance, up to 30 days holiday and a fabulous income protection policy. Oh, and our annual employee party is pretty special too!

Our benefits include: 

• Competitive salary 
• Comprehensive training and career development programme 
• 25 days holiday per year excluding bank holidays (increasing 1 day per year of service up to 30 days) 
• Flexible working schedule (core hours from 10-3)
• Generous contributory pension scheme 
• Access to Perkbox
• Health Cash Plan
• Family friendly policies
• Cycle to Work scheme
• Employee Assistance Programme
• Season ticket loan 
• Regular individual and team rewards and incentives for outstanding performance 

We want to support our people to balance their personal and professional lives and we believe our range of benefits encourages this. We feel that nothing beats face-time with our colleagues and we’ve therefore adopted a blended working model where full time employees can expect to spend 3 days of their week in the office and the other 2 working at a location of their choice. 

We are proud to be an equal opportunities employer and are committed to ensuring that all candidates are given the same opportunity to succeed regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age or disability.  

If you need any reasonable adjustments to enable you to fully participate in the recruitment process, please contact us at recruitment@haymarket.com.

Come and join us and see for yourself how Haymarket is a rewarding and exciting place to work.