Client Experience Associate - Events

Client Experience Associate - Events

Salary: £32,000 per annum plus company benefits

Location: London, EC2N 4AG

Contract: Permanent, Full Time

Shifts: 37.5 hours per week, Monday – Friday, shifts between 8am and 6pm with 1 hour unpaid break

Work model: Fully onsite

Williams Lea seeks a Client Experience Associate to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

The Client Experience Associate ensures the standard for, coordination and execution of all our client’s corporate events and concierge requests are mirrored across the designated offices. This includes but is not limited to planning parties, dinners, and conferences both on and off-site. Travel is required for regional onsite and offsite client events.

The ideal candidate will be able to evaluate and negotiate with vendors, troubleshoot any issues that arise during the event, manage communications with attendees, speakers, and client stakeholders, and ensure that all activities comply with relevant regulations and standards. This role requires a high level of creativity and the ability to think on one’s feet to solve problems quickly and efficiently.

Key responsibilities

Responsibilities include but are not limited to:

• Direct and oversee large onsite meetings and events, with local Concierge and Hospitality teams
• Oversees planning and confirmation of catering orders for all regional offsite and select onsite events
• Curates aesthetically pleasing event layouts
• Point of contact for assigned WL regional teams, and regional client stakeholders
• Plan, execute, and manage all logistics for designated meetings and events
• Monitor timelines and deadlines related to all aspects of events
• Meet with clients to understand their event requirements and preferences. Provide guidance and advice on event planning strategies.
• Plan and coordinate all aspects of corporate events, including venue selection, catering, accommodations, transportation, attendee registration, entertainment, and on-site management.
• Identify, negotiate with, and manage relationships with vendors. Ensure that all vendors deliver services as per the agreed terms.
• Develop and manage event budgets. Ensure that all event activities are within budget and identify opportunities for cost savings.
• Identify potential risks and develop contingency plans to manage them.
• Ensure compliance with all relevant regulations and insurance requirements.
• Collect feedback from attendees and analyse event success.
• Collaborate with client internal teams such as Business Development, Talent, DEI, and Operations to ensure event success.
• Handle sensitive and/or confidential documents and information
• Communicate to all relevant Williams Lea internal contacts the specific needs of the client, both in advance of and during the course of meetings.
• Adhere to Williams Lea policies in addition to client site policies.

Personal attributes

• Degree with 2-3 years of event planning experience. Commensurate experience (3-5 years event planning) may be considered in lieu of education, based upon candidate’s overall employment history
• Demonstrated event planning experience in a legal or corporate setting to include corporate breakfasts’ lunches, dinners, and cocktail receptions.
• Experience planning retreats to include location scouting, travel logistics planning, and vendor partnerships.
• Must be able to manage multiple tasks at once, keep track of deadlines, and pay attention to details.
• The ability to quickly solve problems that may arise during the planning process.
• Experience booking and researching vendors, caterers, and material sourcing.
• Good negotiation skills.
• Good knowledge of conference centre reservation systems.
• Willingness to travel as this will be mandatory
• Frequency of travel will be determined based upon the location and complexity of event. Ability to work in a fast-paced, high-energy environment.
• Ability to work on multiple projects simultaneously.
• Professional demeanour.
• Excellent oral and written communication skills.
• Exceptional client service skills to exceed expectations.
• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint)
• Punctual, dependable, and dedicated to achieving operational excellence.
• Able to make independent decisions that conform to business needs and policy.
• Discreet, ethical, and committed to maintaining a high degree of confidentiality.
• Maintain a consistently professional approach, with a willingness to take ownership and responsibility.
• Must be self-motivated with positive can-do attitude.

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part time and fixed term roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).

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