JOB DESCRIPTION
Job Title: Events Executive - Sports and Adventure
Accountable to: Senior Events Manager, Sports and Adventure
Location: Oval, London SW9
Salary: NJC Grade C25-27 - £26,132 - £27,648 p.a inc London Weighting
Contract: Permanent
Hours: 35 hours per week (normally 9am-5pm)
About Breast Cancer Care:
Breast cancer is the most common cancer in the UK. Every 10 minutes a woman receives the news that she has breast cancer - and every day a man does, too. We want every person affected by breast cancer to get the best treatment, information and support. Our specialist nurses, local services and emotional support network mean there’s always someone to turn to for tailored and trusted information and care.
About the Sports & Adventure team:
Breast Cancer Care has built up a strong events function – events currently account for a third of the charity’s overall voluntary income. We are looking for an Events Executive to help build and deliver a growing base of event activities and deliver our targets within our sports and adventure portfolio. We are aware that events can help Breast Cancer Care meet organisational objectives that go beyond income. They positively impact on the lives of people affected by breast cancer and can often provide opportunities for Breast Cancer Care to reach new audiences whilst providing unrivalled platforms for awareness raising.
About the Events Executive role:
The Events Executive will be a member of the Breast Cancer Care Events Team which sits within the Fundraising and Marketing function. The Events Team consists of the Head of Events, the Bespoke Walks & Challenges team, the Special Events team and Sports & Adventure Events team. The post will be based in the London office.
In addition, the Fundraising & Marketing Department consists of the Corporate, Communications & Marketing, Community Fundraising, Philanthropy, Individual Giving and Supporter Services teams.
The primary purpose of this post is to:
· Be the first point of contact for calls, emails and requests from our supporters.
· Help support the team to build and deliver a growing base of event activities all of which depend on efficient administration, creativity and planning.
· Provide a first-class supporter journey to our participants.
· Project manage some smaller events within the portfolio, such as the Vitality London 10,000 and Prudential RideLondon-Surrey 46.
· Market our events to reach agreed targets for income and participant numbers.
· Bring a highly motivated approach to planning and delivering events.
· Work with the Senior Events Manager to deliver the wider Events Team targets and objectives in the context of the Fundraising and Marketing department
Flexibility:
The post-holder must be prepared to travel throughout the UK and to work varying hours in accordance with demands of particular events.
Your responsibilities
The primary responsibilities of the Events Executive – Sports and Adventure are to work on the planning and delivery of the sporting and adventure events portfolio with the support of the Events Officers and Senior Events Manager. We have an extensive events programme including the London Marathon, Great North Run, RideLondon, Brighton Marathon, Edinburgh Marathon and many more across our running, cycling, triathlon and trek portfolio. In addition we are Official Charity for some Human Race events and the Women V Cancer partnership. The post holder will project manage some of our smaller events as well as looking after some of our ad hoc participants taking on their own challenges, and will need to bring a highly motivated approach. In addition the post holder will be required to support the Events team on any other projects that are deemed appropriate but fall within the same level of responsibility.
Event delivery and development
· To support the Senior Events Manager – Sports and Adventure with the planning, delivery and development of events to maximise their potential and ensure the professional and timely delivery of these events.
· To be responsible for project managing some events within the portfolio.
· To act as the first point of contact in the Sports and Adventure team for enquiries relating to events designated to this post. To take telephone and email messages and respond to enquiries and be responsible for coordinating email inboxes.
· To source and liaise with external suppliers such as tour operators, event companies, printers and venues. To exploit all fundraising opportunities and negotiate with suppliers in order to maximise the potential net income for the organisation.
· To work with the Sports and Adventure Team to deliver and continually improve a communications plan for all event participants. The plan must be designed to develop participant relationships which results in maximising fundraising per head and engagement with Breast Cancer Care through regular communication methods (email, phone calls, social media and post.)
· To liase with external third parties and event operators delivering events for our supporters, ensuring high levels of customer service are maintained and procedures are adhered to.
· To manage the registration process, web systems and maintain database records for event supporters by liaising with all relevant internal teams (e.g. Database, Supporter Services, Digital) and external fulfilment companies.
· To support the wider Fundraising and Marketing department with non-fundraising events including thanking and stewardship events.
Marketing
· To work with the Senior Events Manager – Sports and Adventure in developing a marketing strategy for the events that fall within this role and in conjunction with the marketing team where appropriate. One of the aims of which will be to increase diversity within the teams.
· To produce marketing copy and materials using internal outlets (database mailings, e-marketing, the Breast Cancer Care website, social media channels, newsletters, Vita magazine etc) and external opportunities (advertising, media coverage, e-marketing and web marketing.) All to be delivered following the relevant internal sign off procedures.
Finance and Database
· To be responsible for reaching financial targets agreed with the Senior Events Manager – Sports and Adventure.
· To maximise income generation from the Sports and Adventure portfolio and be responsible for updating event budgets with income and expenditure. To produce reports as required and to process invoices.
· To ensure all sponsorship income is acknowledged by working closely with the Supporter Care Team, and in the case of thanking of income being outsourced to an external company to co-ordinate and monitor this service. To produce detailed reports and financial analysis on progress as required.
· To ensure compliance with all internal financial policies and the Institute of Fundraising guidelines.
Sponsorship
· To work with the Senior Events Manager – Sports and Adventure to secure sponsorship and in kind support for new and existing events within the Sports and Adventure Events portfolio.
· To work with existing sponsors to ensure their continued satisfaction and support for the event and look for new opportunities for involvement.
Staff management and supervision
· To oversee and supervise the work of office volunteers and temporary staff when needed.
· To assist in recruiting and coordinating a volunteer and staff team to work at Sports and Adventure events where appropriate.
Cross organisational working
· To keep relevant members of the organisation and other stakeholders regularly updated on Sports and Adventure portfolio status, to engage their support and involvement where relevant.
· To work closely and considerately with the other departments in the organisation that will be involved in the successful delivery of the event. These departments include: finance, press, corporate, supporter services, community, major donor, digital, design, database and services.
· To work under the broader umbrella of our service delivery and to ensure it is always at the centre of all we do. Working closely with other departments to maximise our service messaging via our events.
general
· To maintain confidentiality regarding client information at all times.
· To be self-servicing in the area of administrative functions.
· To liaise with relevant staff and outside agencies as requested.
· To work with the Senior Events Manager – Sports and Adventure to ensure the Head of Events is kept regularly updated on all activity.
· To attend internal meetings, external meetings and training as required and to represent the Sports and Adventure team.
· To work with the other members of the Events team attending and supporting events within the wider Events remit.
· To adhere to the Health and Safety and Data Protection policies.
· To operate within the organisational equal opportunities policy framework and implement the policy within this area of work.
· To work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.
· To be flexible with regard to working hours where requested (some evening and weekend work will be necessary).
Person specification – essential criteria:
Experience
· Educated to degree level or equivalent
· Relevant and demonstrable experience of working in charity events of a similar nature.
· Experience of word processing, spreadsheet and database packages (Breast Cancer Care currently uses MS Office and Enterprise) as well as familiarity with the use of the internet and intranet systems.
· Experience of undertaking projects independently and seeing projects through to completion.
· Experience of maximising participant fundraising per head, displaying excellent customer service and building relationships with supporters to engage them the charity.
· The ability to manage a wide range of activities, prioritise own workload, deal with conflicting demands and see through projects through to completion.
· Experience of building and managing relationships.
· Significant experience of administration tasks with excellent skills in this area.
· Experience of marketing events and growing event participation.
Skills
· Excellent communication, interpersonal and networking skills. The ability to be professional, approachable and friendly in dealing with the public and colleagues, and the ability to motivate and inspire fundraisers.
· A high attention to detail and methodical approach with excellent planning and organisational skills.
· Excellent time management skills with ability to prioritise own workload, deal with conflicting demands and meet tight deadlines.
· Initiative and creativity with ability to proactively identify and seize opportunities and find solutions.
· The ability to successfully work as part of a team or independently.
Behaviours
· A passion for Breast Cancer Care’s vision and mission.
· A team player who is collaborative.
· A commitment to and understanding of issues relating to equality of opportunity and the ability to implement change in this area.
· Ability to show tact and discretion when dealing with sensitive and confidential information
· A willingness to work variable hours, with weekend and evening work and to travel within the UK (you will receive expenses and time off in lieu for this).
Desirable Criteria:
· Experience of working on challenge or outdoor events.
· An awareness of cancer issues.
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