Conference and Event Bookings Executive

At Gather & Gather, we are known as one of the UK & Irelands most distinctive workplace catering experts, we are passionate about great food and great coffee and putting our employees and customers at the heart of everything that we do. We are currently recruiting for a Conference and Event Bookings Executive at Sky Osterley Hospitality.

Job Title: Conference and Event Bookings Executive

Department: Sky Hospitality
Reporting to: Colleague Events and Experience Manager
How you’ll work: Monday-Friday, flexible hours available (some evening and weekend work may be required on occasion). We've adopted a hybrid working approach to give more flexibility on where and how we work. You'll find out more about what this means for this role during the recruitment process.

Your office base: Osterley
Our Osterley Campus is a 10-minute walk from Syon Lane train station. Or you can hop on one of our free shuttle buses that run to and from Osterley, Gunnersbury, Ealing Broadway and South Ealing tube stations.

Colleague Events and Experience
Across our UK estate we have several spaces for our colleagues to host or attend large events and meetings. This includes spaces within our properties for permanent interactive experiential offerings and those that can be utilised for temporary installations and related usage. We are across all onsite events and activations, and we support in the curation of a programme of events for our colleagues and visitors. This includes management of events for up to 10,000 attendees.

Purpose of the role
To manage the bookings process for the onsite meeting and event spaces, ensuring that the correct crew and facilities are booked and providing guidance to event organisers.

Key responsibilities
• Managing the mailboxes and taking requirements for all booking enquiries.
• Support colleagues in organising their meetings/events, making suggestions for the best location for their requirements and booking crew and facilities as required.
• Ensuring that event schedule information is kept up to date and communicated out to colleagues.
• Creating digital signage assets for weekly event schedule.
• Keeping all event booking documentation up to date to include booking tools and crew request sheets.
• Leading meetings with onsite teams to confirm crewing requirements.
• Carry out regular checks of the spaces and report any issues.
• Monitor utilisation of the spaces and identify efficiencies in usage and availability.
• Managing bookings/support in setting up booking processes for any new meeting and event spaces.
• Team admin to include keeping information documents up to date and processing invoices.
• Collate feedback and complete regular reviews of processes to provide opportunities for ongoing improvements.
• Support for larger events/activations for colleagues, guests and visitors as required.
• Event day support as required e.g. guest management, recording attendance and briefing security.

Competencies required
• 2 years’ experience in a venue/bookings co-ordination role.
• Excellent IT skills (experience working with Microsoft 365 and SharePoint preferable)
• Well-organised and process-driven with good attention to detail.
• Experience of managing multiple tasks and able to prioritise.
• Excellent time management skills and experience of meeting tight deadlines.
• Excellent communication skills.
• A high degree of discretion and diplomacy, as we work with confidential information and a large network of senior internal and external contacts.
• Proven team player, working collaboratively at all times.
• Using initiative and taking responsibility.
• Flexibility – due to the nature of the role, some evening work and very occasional weekend work will be required to deliver specific events.

Desirable competencies
• Knowledge of Ariba and Photoshop.
• Knowledge of AV/content formats.

What's in it for you?

Working with Gather & Gather has its perks! People are at the heart of everything we do, so we've developed a range of benefits and development opportunities to keep you content.

• Personal Development and Training opportunities
• Life assurance scheme
• Pension scheme
• Holiday allowance
• Private medical eligibility
• Eye care
• A great wellbeing strategy – including access to our Employee Assistance Programme, salary finance
• Family friendly support
• Regular social events and communication with our leaders
• A holiday purchase scheme
• Volunteering days
• Professional subscriptions
• Recognition schemes and people awards
• Long service awards
• Access to some great high street discount vouchers
• Cycle to work scheme