Events and Visits Manager
il y a 1 semaine
British Diplomatic Missions in Brussels are part of a world-wide network, representing British political, economic and consular interests overseas, and are now recruiting for an
Events and Visits Manager, for the Scottish Government EU Office in Scotland House Brussels.
The Scottish Government EU Office is offering an exciting opportunity for an Events Manager to run and coordinate its events & visit programmes.
As the Events Manager, you will be responsible for delivering a calendar of cultural diplomacy events throughout the year, as well as supporting policy leads in amplifying and maximising their impact through ad-hoc events and visits.
This role will give you contact with colleagues across a range of job roles and policy areas.About Scotland House
Scotland House Brussels is located at the heart of the Brussels EU district.
We have promoted Scottish interests and engaged with EU institutions, member states and other European organisations for over 20 years to ensure Scotland's voice is heard.
Scotland House Brussels is home to:
Scottish Government EU Office - our work in Brussels includes promoting Scotland's expertise across a diverse range of policy areas such as research and innovation, renewables, equalities and other key topics.
We also host a range of events in which we showcase Scotland's reputation for cultural excellence and renowned food, drink and hospitality.
Our location in the heart of Brussels' EU district allows us to maintain a close working relationship with the EU, member states and other national and regional representations.
Scotland Europa - Scotland Europa membership brings together a wide range of Scottish organisations, including public authorities, universities and research institutes, local government, trade unions and voluntary organisations.
This diverse partnership gives us a variety of perspectives on Scottish interests in Europe and an influential voice in European affairs.
Scotland Europa also part of Scottish Enterprise - Scotland's main economic, enterprise, innovation and investment agency.Roles and responsibilities
Specific duties and responsibilities include, but are not limited to:
Events management
- Lead the organisation and delivery of official functions and events;
- Produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets);
- Manage the contacts database, ensuring it is an uptodate and effective tool to support event management;
- Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel);
- Attend events in person to ensure that they are set up properly and run smoothly, including the coordination of suppliers;
- Oversee the dismantling and removal of the event and clear the venue efficiently;
- Produce postevent evaluation to inform future event delivery;
- Review and update event guidance / policy as necessary to ensure that all parties are clear about their duties and responsibilities, and that an efficient events procedure is in place that provides a topquality service.
Financial and events facilities management
- Manage events budgets and oversee audit process for that budget;
- Handle budgeting and invoicing;
- Ensure effective events record management;
- Provide accurate monthly recharging and invoicing to relevant organisations;
- Manage hospitality contacts, ensuring that they deliver against preagreed quality targets and continue to represent value for money;
- Ensure that contracts with hospitality suppliers are compliant with procurement requirements;
- Supporting visits from Scottish Government ministers is an important part of the work of the office and the Events Manager will provide assistance to the wider team by supporting the logistics that go with organising ministerial visits.
Management
- Line management of two events intern, including weekly meetings to coordinate responsibilities for event support and monthly development conversation.
The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.
- Fluency at C1 level in English according to CEFR framework*, or equivalent;
- Relevant experience in events and/or project delivery;
- Excellent organisational skills and attention to detail;
- Strong communication and interpersonal team working skills, and the ability to develop and maintain strong working relationships across a variety of internal and external partners and stakeholders;
- Ability to prioritise workload effectively and deliver to tight deadlines;
- Good knowledge of Microsoft Word, Excel, Outlook and PowerPoint;
- Interest in and passion for European policy and promoting Scotland.
- French, Dutch or other l
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