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Location Country United Kingdom
Work Location Glasgow
Who are V?
As a global leader in ship management and marine services, we add value to a vessel’s operations. Operating around the clock and around the world, V. gives every client the quality and efficiency they need in every sector. Covering crew management and recruitment, quality ship management and technical services, together with supporting management and commercial services, V. has an unrivalled industry knowledge with performance assured. Our values, We Care, We Collaborate, We Challenge, We are Consistent, We Commit and Deliver, are at the heart of everything we do and they support our strategy of Investing in Talent. We are always interested in making contact with talented individuals - people who will demonstrate our values and deliver great service, for internal and external stakeholders.
Overall Purpose of The Job
Responsible for planning, coordinating and delivering a range of industry events, customer engagements and company-hosted events that support our business objectives and brand profile. Work closely with internal stakeholders, external suppliers and event attendees to ensure all events are delivered professionally, on budget and in line with company branding, compliance requirements and quality standards.
Key Responsibilities And Tasks
Event Planning and Coordination
- Maintain and manage the company events calendar, including industry exhibitions, conferences, networking events and company-hosted events.
- Coordinate all aspects of event delivery from initial planning through to execution and post-event activities.
- Develop detailed event plans and itineraries to ensure smooth delivery and clear communication of event schedules and responsibilities.
- Support the identification of opportunities for participation in relevant industry events and conferences.
Supplier and Vendor Management
- Source, engage and manage external suppliers, venues, caterers, promotional merchandise providers and other event partners.
- Obtain quotations, negotiate costs where appropriate and ensure services are delivered to agreed standards and timelines.
- Build and maintain positive working relationships with suppliers and service providers.
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Guest and Delegate Management
- Coordinate attendee communications, including invitations, registrations, confirmations and follow-up correspondence.
- Liaise with customers, prospects, partners, speakers and other guests to ensure a professional and positive experience.
- Manage guest lists and maintain accurate attendance records.
Branding and Compliance
- Ensure all event materials, presentations, signage, promotional items and communications are aligned with company brand guidelines.
- Work closely with the wider Marketing team to ensure consistency of messaging and visual identity across all events.
- Ensure event activities and materials comply with relevant company policies, processes and regulatory requirements.
Budget Management and Administration
- Monitor event budgets and maintain accurate records of event expenditure.
- Process purchase orders, invoices and supplier payments in accordance with company procedures.
- Track costs against budgets and provide regular updates to the Senior Marketing Manager.
- Maintain event documentation and records for reporting and audit purposes.
Promotional Materials and Gifts
- Coordinate the sourcing, ordering and distribution of promotional merchandise, gifts and event materials.
- Ensure all items are delivered on time, within budget and in line with company branding standards.
Team Collaboration
- Participate actively in Marketing team meetings and contribute to wider marketing initiatives where appropriate.
- Work collaboratively with colleagues across departments to support business objectives and event outcomes.
- Provide event-related updates, feedback and recommendations to the Senior Marketing Manager.
What Success Looks Like
- Events are delivered on time, within budget and to a high professional standard.
- Attendees receive a positive and well-managed event experience.
- Suppliers are effectively coordinated and managed.
- Event materials consistently reflect company branding and compliance requirements.
- Accurate budget tracking, invoicing and reporting are maintained.
- Strong collaboration across the Marketing team and wider business.
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What can I expect in return?
V. Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development. This is a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.
Essential
- Previous experience in an events coordination, marketing or similar administrative role.
- Strong organisational and project management skills with the ability to manage multiple events simultaneously.
- Excellent communication and interpersonal skills.
- Experience coordinating suppliers and external stakeholders.
- Strong attention to detail and ability to maintain high standards of quality and accuracy.
- Experience managing budgets, invoices and event-related administration.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
- Ability to work independently while effectively collaborating with a wider team.
- Proactive and solutions-focused.
- Highly organised and dependable.
- Professional and confident when interacting with customers, partners and suppliers.
- Able to remain calm and flexible when managing changing priorities.
- Strong team player with a positive attitude.
Desirable
- Experience working within a B2B marketing environment.
- Familiarity with event management platforms and CRM systems, especially Salesforce.
- Understanding of brand governance and marketing compliance requirements.
- Experience coordinating trade shows, conferences and customer events.
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