Senior Events Coordinator

The Apex Group was established in Bermuda in 2003 and is now one of the world's largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That's why, at Apex Group, we will do more than simply 'empower' you. We will work to supercharge your unique skills and experience.

Take the lead and we'll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

This is an exciting opportunity for a bright, ambitious Senior Events Coordinator ready for a challenge. You will have the opportunity to work within an energetic and high-impact marketing team for a global business.

You will report to the Head of Demand and Portfolio Marketing and play a valuable role in delivering on the global Group's events agenda and membership and association participation. You will be managing a team of 3 people and will be responsible for driving event revenue generation and tracking ROI through the CRM system (Salesforce) while delivering an exceptional event experience to both internal and external stakeholders. You'll manage the whole process from the planning stage, right through to running events (often remotely) and carrying out the post-event evaluation. The role is primarily hands-on and often involves working as part of a team.

Role Specification:

• Managing the global events calendar across both sponsored industry events and hosted events (digital and in-person) for the Apex Group globally
• Form relationships with conference hosts to negotiate preferential global prices
• Propose, plan, execute and measure ROI on all third-party conferences and proprietary hosted events (including conference sponsorship, breakfast seminars, client dinners, awards ceremonies etc.)
• Research venues, suppliers and contractors as required
• Mange all pre-event planning, organizing speakers and panelists in collaboration with the sales, product, demand marketing and regional teams as required
• Manage logistics and deliver for all event collateral, booths, banners etc. as required.
• Ensure annual event planning is executed in a timely manner and in collaboration with all key departments, product, sales, regional heads
• Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget
• Work daily with the sales team to manage expectations and ensure reporting is delivered to be able to report on ROI, including organizing pre and post event briefings for high spend events
• Produce post-event evaluation to inform future events based on ROI and other metrics
• Research opportunities for co-hosted events in line with regional strategy, working closely with local sales teams in different regions
• Ensure that all events strictly adhere to the internal sign off procedure
• Present event ROI information on global sales call on an adhoc basis as required
• Responsible for ensuring event budget is maximized and maintain ongoing spend management on a daily basis – tracking all spend, Pos and contracts with your team
• Working the other members of the marketing team ie. Demand and field marketing managers to ensure deliverables are met
• Responsible for understanding the requirements for association memberships on a global basis
• Maximizing ROI and opportunities for any association membership, such as ensuring Senior Apex staff are included on working groups, linking the event spend with association activity and monitoring sales participation in association memberships
• Seeking out any editorial opportunities in association publications that are FOC
• Maximising any PR opportunities available with associations keeping in regular contact with stakeholders of the top 10 associations
• Develop team members to ensure a clear succession plan in addition to autonomy that prevents any single point of failure
• Ensure all new sales people are added to any global or regional memberships as required (maintaining the membership list).
• Ensure the associations budget is adhered to and maximized

Skills Required:

• Bachelor's degree in Marketing, Business, Event Management, or a related field.
• Minimum of 3-5 years of experience in event planning and management, preferably in the financial services industry.
• Proven track record of successfully managing a multi event and a global events budget.
• Strong project management and organizational skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• You will be motivated by producing great event outcomes with a particular passion for delivering an ROI
• Experience with CRM and MAP preferred; Pardot and Salesforce experience a bonus.
• Enjoy taking responsibility for lots of projects simultaneously and know how to keep yourself, and others around you, organised and focused on a plan
• Exceptional organization skills are essential with the ability to adapt and react quickly
• Strong relationship building and negotiation skills to manage both internal and stakeholders
• Have a knack for pre-empting situations and coming up with creative and practical solutions
• Enjoy working with a diverse group of colleagues and stakeholders
• The ability to work remotely and manage a complex set of tasks simultaneously
• Deadline driven and the ability to work under pressure is essential

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.