Event Communications & Delegate Readiness

• Create, coordinate, and deliver delegate communications throughout the event lifecycle using company communication platforms and templates.
• Prepare and manage event updates, operational communications, travel information, and customer-facing content.
• Coordinate delegate confirmations, cancellations, waiting lists, early leavers, and other attendance-related processes.
• Conduct proactive outreach to delegates via email, telephone, and other communication channels to ensure event readiness and engagement.
• Ensure delegates receive accurate, timely, and relevant information at every stage of their event journey.
• Coordinate with hotels, DMCs, travel providers, and other event partners to ensure delegate requirements are communicated accurately and delivered successfully.

Travel, Accommodation & Event Logistics

• Coordinate delegate travel, accommodation, transfers, visas, and other logistical requirements to ensure a seamless event experience.
• Manage travel booking processes in collaboration with internal stakeholders, travel partners, and suppliers.
• Maintain accurate rooming lists, transfer manifests, dietary requirements, and special requests, ensuring all information is communicated effectively to operational partners.
• Support the delivery of FAM trips, shoulder nights, and other delegate travel requirements where required.
• Assist with travel budgeting and cost management processes in collaboration with the Head of Customer Experience.

Data Management & Event Platforms

• Maintain accurate delegate data across CRM systems, event platforms, communication tools, and operational documents.
• Manage delegate profiles, meeting preferences, event requirements, and other key attendee information.
• Ensure data accuracy and consistency across all systems, proactively identifying and resolving discrepancies.
• Support the implementation and adoption of new technologies, automation tools, and process improvements designed to enhance efficiency and the delegate experience.
• Prepare, validate, and distribute final delegate data sets to internal teams, event platforms, and external partners.

Event Materials & Quality Assurance

• Prepare, proof, and manage delegate-facing event materials including badges, table signs, registration materials, and event collateral.
• Liaise with internal teams and suppliers to ensure all printed materials are produced accurately and delivered on time.
• Manage the production and distribution of operational event documents, including rooming lists, transfer manifests, delegate lists, and other customer-facing materials.
• Conduct detailed quality assurance checks on delegate data, event materials, and operational documents prior to each event.
• Take ownership of the accuracy and presentation of customer-facing event information.

Onsite Event Delivery

• Represent the Customer Experience team onsite at international events, delivering exceptional support to delegates and stakeholders.
• Support registration, arrivals, help desk activities, event communications, and delegate issue resolution.
• Work closely with Operations, Event Technology, hotels, venues, DMCs, and other partners to ensure smooth event delivery.
• Manage onsite changes, customer requests, and operational challenges in a professional and solution-focused manner.
• Support post-event feedback collection and follow-up activities.

Continuous Improvement & Collaboration

• Work collaboratively with Buyer Relations, Sales, Marketing, Operations, Event Technology, and other departments to deliver a consistent customer experience.
• Identify recurring customer challenges and recommend improvements to processes, communications, and customer journeys.
• Support the evolution of the Customer Experience function by contributing ideas, feedback, and best practices.

Due to the nature of our work, you may occasionally be required to work outside standard hours to support events or meet key deadlines.

You’ll thrive in this Customer Experience Executive role if you bring:

• Proven experience in an administration, coordination, or operations support role, ideally within events, hospitality, or luxury travel, with a focus on travel, accommodation, transport, and visa logistics.
• Exceptional organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Demonstrated experience in designing and producing surveys to capture insights and feedback.
• Experience in managing teams or mentoring colleagues to support professional growth and performance.
• Proven ability to take ownership of budgets, ensuring accurate oversight and effective financial management.
• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and Teams).
• Strong interpersonal skills with a collaborative and professional approach.
• A proactive, flexible, and resourceful attitude with the ability to work independently and as part of a team.
• An interest in travel, events, and global business environments.

We offer a thoughtful package designed to support your wellbeing, growth, and work–life balance.

• Basic salary of £33,261 per annum.
• 28 days holiday plus UK bank holidays, with additional days awarded for length of service.
• A centrally located London office with a summer terrace within walking distance of the world-famous Borough Market.
• Regular employee social events supported by our Happiness & Culture team.
• Monthly contribution towards Bupa private health insurance (post probation).
• Employee Assistance Program offering confidential wellbeing support.
• Enhanced maternity and paternity leave to support growing families.
• 4 pm Friday finish!

How to Apply

We review applications on a rolling basis and will close the role once we’ve found our match. To avoid disappointment, apply via the button shown.

Our Commitment to Diversity

We foster an environment where everyone feels respected, valued, and able to thrive. We welcome individuals of all backgrounds, identities, and lived experiences, including differences in gender identity, orientation, expression, age, race, ethnicity, physical or mental ability, neurodiversity, religion or belief, and socio-economic background. Our diversity strengthens our perspective, fuels innovation, and deepens our connection to the clients and communities we serve around the world.

Find Out More

Company: wwideevents.com | mi-forums.com

Brands: amourforums.com | privateluxuryevents.com | privateluxuryforums.com | privateluxuryevents.com/ultra | travel-fest.com