Event Executive - Full Time/Permanent

Coventry Building Society Arena is home to unforgettable experiences for conferences, exhibitions, meetings, sport, music and live entertainment. We are an internationally renowned venue which attracts 1.2 million visitors a year and hosts more than 600 events a year.

Coventry Building Society Arena is home to Coventry City Football Club and has hosted some of the world’s biggest names in music, including Coldplay, Rolling Stones, Harry Styles and the Arctic Monkeys.

Our team is committed to providing the best experience and service for all of our visitors.

‘The Best Times Are Here, The Best People Are Here’ at Coventry Building Society Arena.

Overview

The Event Executive will play a key role in supporting the Event Managers with the planning, coordination, and delivery of a wide range of events, including conferences, meetings, exhibitions, and hospitality functions. This role requires a proactive, organised, and client-focused individual who is passionate about delivering exceptional events while ensuring operational excellence.

Working solely on Conference and Banqueting Business under the value of £10,000 and collectively with Event Managers on larger Events over £10,000.

Roles and Responsibilities:

Event Coordination & Delivery

• Support Event Managers in the planning and execution of events, ensuring all client requirements are met to the highest standards.
• Assist in compiling detailed Event Banqueting Orders (EBOs), timelines, and operational briefs for internal teams and suppliers.
• Liaise with clients to gather event details, confirm final requirements, and deliver an exceptional customer service experience.
• Attend client meetings and site visits as required, ensuring accurate communication of logistics and operational needs.

Administrative Support

• Maintain and update event files and documentation accurately within the venue’s booking system (e.g., iVvy).
• Process client correspondence, contracts, and paperwork in a timely and professional manner.
• Prepare internal documentation to support the operational delivery of events, such as staffing schedules, floorplans, and setup instructions.

On-Site Event Support

• Provide on-the-day event support, acting as a point of contact for clients and ensuring seamless event execution.
• Liaise with internal departments including Catering, Technical, Operations, and Front of House to ensure service excellence.
• Support the setup and breakdown of events as needed, checking rooms and setups against client specifications.

Client Engagement & Feedback

• Build and maintain strong relationships with clients and stakeholders before, during, and after events.
• Assist in gathering post-event feedback and evaluations to drive continuous improvement.
• Support rebooking efforts by identifying repeat business opportunities and providing consistent service excellence.

Collaboration & Team Support

• Work collaboratively with the wider Event Management team to deliver a cohesive and professional service.
• Assist with the coordination of contractors and third-party suppliers to ensure all services are delivered on time and to spec.
• Participate in team meetings, training sessions, and briefings to stay updated on best practices and upcoming events.

Relevant Qualifications:

• GCSEs or equivalent in English and Maths

Relevant Skills:

• Previous experience in an events, hospitality, or customer service role is preferred.
• Strong communication skills and a professional, client-facing manner.
• Excellent organisational and time-management skills, with an eye for detail.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Competence in Microsoft Office and event management systems (experience with iVvy is a plus).
• A flexible, proactive, and team-oriented approach.

Person Specification:

• Proactive and solution-focused
• Team player with a positive attitude
• Professional, confident, and customer-focused approach
• Flexible and adaptable to changing requirements and working hours