Conference & Events Executive

Hours : Full-Time
Salary : £25,000 to £27,000 (dependent on experience)

About the Museum
The Haynes Motor Museum is a world renowned, multi award winning museum and visitor attraction located in South Somerset. 

Our Vision 
is to inspire people to explore, discover and experience the motor car, to empower them to learn and invite them to question.

Our Mission 
is to enable our audiences to experience and explore the motor car’s development and the evolution of automotive design, engineering and technology. We will stimulate a desire to reflect on the motor car’s influence on social history and we will fuel a curiosity to consider how the motor car and automotive technology might impact the world, its environment, and its people in the future.

Why We Are Recruiting
With a clearly defined set of strategic priorities and forward plan, the Museum is about to embark upon an exciting, ambitious, and innovative journey of growth. Central to this growth is the Museum’s purpose built conference centre and external events space.  

Who We Are Looking For
Working closely with the Conference and Events team and reporting to the Conference & Events Commercial Manager, this is predominantly a sales and administrative role. Working and advising with clients from conception through to completion of all event types.

The Conference and Events Executive must ensure that the museum’s rentable space is fulfilling its revenue generating potential through excellent customer service and cross/up selling of products and services. 

They will also oversee the booking of all event types including groups and tours, again maximising spend per person, and ensure that all departments are kept fully briefed of all group, tour, conference and event activity.

Primary Purpose of the Role

  • Answering telephone enquiries for both Conference and Events and other museum departments
  • Oversee meeting enquiries, bookings and amendments
  • Ensure all enquiries through whichever form are responded to within 24hrs of receipt
  • Take comprehensive client briefs ensuring you are meeting all of their requirements
  • Write, send, follow up and process all proposals and booking confirmations
  • Plan and coordinate all the elements involved to successfully deliver client meetings, conferences, group visits, functions and exceed their expectations
  • Resolve any booking conflicts in a timely and sensitive manner, maintaining client trust
  • Submit accurate paperwork including contracts, T&Cs and invoices. Ensure timely return
  • Obtain client feedback, discuss within team and take appropriate action to make improvements
  • Build excellent relationships with both existing and prospective clients
  • Work as directed by the Conference & Events Commercial Manager to support development activities including client research, telephone calls, mailshots and email campaigns
  • Be on hand to welcome conference and event organisers to ensure all is as expected 
  • Run the weekly overview meetings and ensure all departments are fully briefed
  • Ensure CRM system is accurately maintained, and new companies, contacts, requirements and follow-up tasks are in place
  • Produce regular reports as requested by the Conference & Events Commercial Manager
  • Lead events and oversee zero hour event staff

Skills & Personal Specification

  • Must have a professional and positive demeanour with ability to form strong client relationships
  • Must have strong, competent working knowledge of Microsoft office, especially Word, Excel and Outlook
  • Previous experience with a CRM database is desirable
  • Must have a keen eye for accuracy and attention to detail
  • Must have demonstratable excellent oral and written communication skills
  • Must have a friendly telephone manner
  • Must work well as part of a team, but equally be able to work on own initiative
  • Must be hands on and proactive
  • Highly organised, a strong multi-tasker and capable of prioritising and meeting deadlines
  • Previous sales experience desirable

Hours of Work

Your working week will be 40 hours as required by the business. The events team deliver events throughout the week, along with occasional weekends You will work on a rota basis with the events team to cover and support specific events. Time off in lieu will be allocated for any weekend working. 

Key SkillsEssentialDesirable
The successful candidate will be able to demonstrate a high degree of ability and experience in all areas laid out above.  
Organised and methodical  X 
Attention to detailX 
IT skills: Strong working knowledge of Word, Excel, Database, CRM  X 
Works well under pressure X 
Excellent communication skills, always presentable with a polite and helpful manner, with exceptional customer service skills X 
Passionate: You have to really love what you do, with a sense of pride and ownershipX 
An understanding of soft selling skillsX 
2 - 3 years’ experience in a conference & events role X
Experience of larger scale outside events X
Previous and consultative sales experience X
An undergraduate degree in hospitality, event management, business or similar X

How to Apply

Please send us a copy of your CV tailored to this specific role, highlighting all your amazing relevant experience. This is a brilliant opportunity for a passionate professional to develop their skills and assist in running and growing this exciting department.

Salary £25,000 - £27,000 (dependent on experience)

Location Sparkford, Somerset BA22 7LH, just minutes off the A303, the main trunk road to the South West

Contract Permanent

To apply or find out more please email a copy of your CV to Applications and interviews are being shortlisted on a rolling basis. 

No agencies please.

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

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