Events Manager - Fixed Term Contract

This role supports the day-to-day operations of Hines-hosted events, both in person and virtual, as well as third-party industry conferences. The person will be involved in event planning, logistics, budget management, and post-event evaluation, working with internal teams and external vendors. The role requires strong organizational skills and an interest in event planning and project management within a global real estate investment firm.

Responsibilities

• Keep our Global Events Tracker up to date with upcoming events.
• Develop and oversee comprehensive project plans for events.
• Manage the build of event websites and invitations on our event platform (Cvent) and assist with list management and attendance tracking.
• Coordinate all event logistics including venue and vendor selection, scenic, catering, AV, transportation, ordering of materials, seating arrangements, etc.
• Work with the related teams requesting and compiling content and other event deliverables.
• Assist with onsite set-up and logistics.
• Maintain budgets for events, ensuring cost-effectiveness while maintaining high-quality standards.
• Track expenses and provide regular updates to the finance team.
• Conduct post-event evaluations to assess the success of each event, gathering feedback from participants and stakeholders.
• Research and stay abreast of other conferences in which we can further our brand.
• Assist with the information gathering for conferences including requesting costs, attendee lists, agendas, and sponsorship/speaking opportunities.
• Monitor conference deadlines and execute registrations.
• Coordinate logistics required for sponsorships or speaking roles including submitting sponsor required materials, coordinating marketing materials and tracking speaker prep calls.
• Create pre-event briefing information documents for major conferences.
• Assist with the planning of any ancillary events taking place at a conference.

Requirements

• Bachelor’s Degree in Event Management, Marketing or related field
• 3-5 years previous professional experience, preferably in event planning
• Meticulous attention to detail and a strong passion for planning events
• Ability to handle a fast-paced work environment, multi-task and prioritize
• Organized, proactive and self-motivated individual
• Ability to keep calm and problem solve quickly under high pressure moments
• Strong communication, presentation and interpersonal skills with demonstrated ability to deal effectively at all levels within the organization
• Expert knowledge of Microsoft Office (Outlook, PowerPoint, Word, Excel)
• Ability to operate a computer, phone system and general office equipment
• Hybrid work environment (3 days a week in office in Covent Garden)
• Ability to travel 33%

Nice to have

• Understanding of event management technologies (Cvent) and virtual event platforms (ON24) a plus