Careers

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UK

Careers

X

Client Services Coordinator

General Description

The Client Services department manages all pre-contracting activity and is tasked with achieving success in business development, and maximizing the outcome of bids and proposals activity. In addition, Client Services manages all the company’s Marketing and Supplier Management activity.

Reporting into our Client Services Manager (CSM), the successful candidate will demonstrate:

  • Experience in global venue sourcing and contracting
  • Knowledge of the CVENT registration system
  • Good organisational skills and excellent attention to detail
  • Ability to show initiative & work effectively without supervision

Key Activities

BUSINESS DEVELOPMENT

  • Identify and agree key target companies and contact
  • Gather knowledge of clients’ products in order to achieve a better understanding of the clients’ businesses, and communicate relevant information to the business.
  • Ensure the business CRM systems are continuously updated and accurate
  • Assist CSM to understand core team infra-structures, create databases of therapy area contacts and products, ensure all internal groups are kept up to date with changes and ongoing strategies

Bids, Proposals and Budgets

  • Take briefs from existing and new clients
  • Co-ordinate venue searches via Cvent, review responses and prepare venue proposals
  • Manage the venue sourcing process including requests, evaluation, negotiations on rates, savings and added value items and payment terms, and contracting, to deliver value for the client and Small Planet
  • With CSM, prepare client budgets in relevant template

VENUE SOURCING AND SUPPLIER MANAGEMENT

  • Build productive relationships with regional hotel representatives to ensure Small Planet RFPs are given priority and fast-track consideration
  • Develop and implement a programme to visit key cities to gather and improve knowledge of hotels, venues, DMC’s and dinner locations; report on findings to internal stakeholders and record information in a user-friendly format, which is continually updated.
  • Identify key suppliers for each project and ensure budgets and contracts are negotiated and fully executed before the project is handed to the Operations Department

Marketing and Social Media Management

  • Develop and implement a sustainable plan to contribute regularly to social media
  • Proactively suggest ways to enhance Small Planet’s profile in relevant media
  • Assist managing our LinkedIn presence and the profiles of all employees
  • Monitor use of corporate visual identity by all staff to ensure emails and collateral are current
  • Manage the development and acquisition of collateral

Key Features

  • The role is based at our UK HQ in Marlow
  • The role is full-time, although we will consider a part-time option, with flexible working hours
  • We have a defined career development pathway into Client Services and Operations management
  • There is some requirement to travel internationally
  • The position reports to the Client Services Manager
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetgroup.com

Careers

X

Data Analyst (PTE)

General Description

This is a new role within our busy Operations Team, which has been created in response to the expansion of our client business within the healthcare sector. The key responsibility of this role is to provide post-event support to our clients, and some participant registration support for our online training platform.

We are looking for someone who has a great eye for detail, who is able to work under pressure in a customer facing environment, and who can operate effectively with minimal supervision. Our successful candidate will demonstrate:

  • Knowledge of a financial management tool such as Excel
  • Good organisational skills and excellent attention to detail
  • Able to work well under pressure
  • Excellent written skills, with good spelling and grammar
  • Good telephone manner with experience of handling participants, guests or clients by phone
  • The ability to work effectively without supervision

Key Activities

All tasks will have deadlines attached, and the role will typically be required to provide the following support:

  • Collect and calculate the relevant spend data for each event
  • Report spend data as required by each client, using either their reporting tool or our in-house platform
  • Collate participant attendance and evaluation data and report to the client as required
  • Collect KPI reporting information and provide to the client as required
  • Review and process delegate expenses claims; raise and manage any queries
  • Process registration requests for our online training portal
  • Respond to client and participant queries

Key Features

  • This role is based in our Marlow, UK office
  • Hours are to suit, and we expect 15-20 per week to be required
  • We would require work to be undertaken on weekdays, however flexible working hours are possible
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetgroup.com

Careers

X

Delegate Coordinator

General Description

This is a pivotal and interesting role within our busy and expanding Operations Team; our Delegate Coordinators are responsible for optimising registration and managing the requirements of participants attending our clients’ events in the global healthcare industry.

We are looking for resilient, hard-working people who are able to multi-task and to operate effectively under pressure in a customer facing environment. The successful candidates will have a keen eye for detail, be able to work under their own initiative with minimal supervision and to tight deadlines, and be enthusiastic to travel worldwide, sometimes for extended periods. In particular, they will demonstrate:

  • A working knowledge of CVENT or other online registration platform is essential
  • Experience in Microsoft Office Suite including Outlook, Word & Excel
  • Good organisational skills and excellent attention to detail
  • Ability to multi-task and preference for a varied role
  • Highly driven to provide excellent customer service
  • Resilient and able to work well under pressure
  • Ability to travel widely, and enthusiasm for international travel
  • Good telephone manner with experience of handling participants, guests or clients by phone
  • A self-starter with drive, initiative and the ability to work effectively without supervision

Key Activities

  • Project set up including online registration system frameworks
  • Delegate registration management, tracking and follow up
  • On-site event coordination (international)
  • Coordination of client Webexes, attendance at meetings, taking and production of minutes
  • Assist in creating, tracking and managing project plans
  • Manage hotel rooms contract deadlines, ensure overspend/under resourcing is minimised
  • Budget tracking and management for accommodation and travel
  • Manage local ground transfer provider to book participant transfers and manage changes
  • Ensure bookings and arrangements reflect client policies and regulatory limits

Key Features

  • We currently have roles based in Marlow, Bucks, UK and Boston, MA, USA
  • The role is full time, with scope for a flexible working pattern
  • We have a defined career development pathway into Project and Operations Management roles
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetgroup.com

Careers

X

Project Manager

General Description

Reporting to the Head of Operations, the role of Project Manager is pivotal within our company, with full responsibility for the coordination and delivery of clients’ events, from post contract execution to final billing, and with the expectation of providing excellent service in line with client expectations and company standards. Specific tasks vary between clients and programs, however our Project Managers are responsible for understanding and responding to each client’s meeting objectives, for providing high quality logistics management and for ensuring compliance with client MSAs, SLAs, work orders and contracts. We are looking for resilient, hard-working and self-reliant team players, who are able to communicate professionally and effectively at a senior level, and to multi-task and operate effectively under pressure in a customer facing environment. You must have a keen eye for detail, be able to work without supervision to tight deadlines, have experience of managing others, and be enthusiastic and able to travel worldwide. In terms of experience, the successful candidate will have worked at a project management level with end-to-end responsibility for deliverables and financial performance, for at least 3 years’, preferably in the healthcare sector. Our project managers are preferably graduates with the CMP qualification (for our US vacancies), with highly developed literacy and numeracy skills, some knowledge of the Cvent Technology platform, and intermediate to Advanced Microsoft Office Skills.

Key Activities

PROJECT MANAGEMENT

  • Manage client requirements in line with program/project objectives
  • Develop and ensure key milestones are met for each project
  • Provide key client and project team communications to support project planning
  • Oversee project coordination team to deliver optimum participation and delegate satisfaction
  • Ensure use of company project management tools and processes
  • Manage venue logistics including rooming, meeting space and F&B requirements; negotiate additional hotel needs; monitor attrition dates and cancellation policies
  • Manage suppliers including destination management company (DMC), travel provider(s), designers, printers and other third party contractors, ensuring contracted services are monitored and delivered to budget
  • Travel to conduct site inspections and supplier planning meetings if required
  • Travel on site as part of delivery team if required; manage project and staff on site
  • Ensure events are delivered in compliance with the relevant industry and country regulations and Health & Safety regulations
  • Work with Head of Operations to provide client with SLA or cost saving reports
  • Conduct project debrief with client

FINANCIAL

  • Manage project costs to remain within approved budget; alert meeting owner of changes, seeking the proper approvals to increase budget if required
  • Manage client billing in line with payment schedules
  • Maximize profitability through supplier negotiation and additional services to clients
  • Identify and report cost savings
  • Submit final accounts accurately and within the agreed timelines
  • Utilize preferred supplier programs
  • Maintain accurate records as outlined in client policies and procedures for ToV reporting
  • Work with Head of Operations to forecast overall program financials and ensure monthly tracking

COMMUNICATION

  • Accurate written and verbal communication
  • Maintain proactive, positive, open lines of communication with clients to ensure understanding of expectations and client satisfaction
  • Conduct regular scheduled status meetings with Head of Operations
  • Conduct regular scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are executed.
  • Develop strong relationships with multiple contacts within client and supplier organizations

Key Features

  • We currently have roles based in Marlow, Bucks, UK and Boston, MA, USA
  • The role is full time, with a requirement for flexible working patterns
  • We have a defined career development pathway into Operations Management roles
  • There is a requirement to travel domestic and internationally for up to 45% of the time
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetevents.com

USA

Careers

X

Project Manager

General Description

Reporting to the Head of Operations, the role of Project Manager is pivotal within our company, with full responsibility for the coordination and delivery of clients’ events, from post contract execution to final billing, and with the expectation of providing excellent service in line with client expectations and company standards. Specific tasks vary between clients and programs, however our Project Managers are responsible for understanding and responding to each client’s meeting objectives, for providing high quality logistics management and for ensuring compliance with client MSAs, SLAs, work orders and contracts. We are looking for resilient, hard-working and self-reliant team players, who are able to communicate professionally and effectively at a senior level, and to multi-task and operate effectively under pressure in a customer facing environment. You must have a keen eye for detail, be able to work without supervision to tight deadlines, have experience of managing others, and be enthusiastic and able to travel worldwide. In terms of experience, the successful candidate will have worked at a project management level with end-to-end responsibility for deliverables and financial performance, for at least 3 years’, preferably in the healthcare sector. Our project managers are preferably graduates with the CMP qualification (for our US vacancies), with highly developed literacy and numeracy skills, some knowledge of the Cvent Technology platform, and intermediate to Advanced Microsoft Office Skills.

Key Activities

PROJECT MANAGEMENT

  • Manage client requirements in line with program/project objectives
  • Develop and ensure key milestones are met for each project
  • Provide key client and project team communications to support project planning
  • Oversee project coordination team to deliver optimum participation and delegate satisfaction
  • Ensure use of company project management tools and processes
  • Manage venue logistics including rooming, meeting space and F&B requirements; negotiate additional hotel needs; monitor attrition dates and cancellation policies
  • Manage suppliers including destination management company (DMC), travel provider(s), designers, printers and other third party contractors, ensuring contracted services are monitored and delivered to budget
  • Travel to conduct site inspections and supplier planning meetings if required
  • Travel on site as part of delivery team if required; manage project and staff on site
  • Ensure events are delivered in compliance with the relevant industry and country regulations and Health & Safety regulations
  • Work with Head of Operations to provide client with SLA or cost saving reports
  • Conduct project debrief with client

FINANCIAL

  • Manage project costs to remain within approved budget; alert meeting owner of changes, seeking the proper approvals to increase budget if required
  • Manage client billing in line with payment schedules
  • Maximize profitability through supplier negotiation and additional services to clients
  • Identify and report cost savings
  • Submit final accounts accurately and within the agreed timelines
  • Utilize preferred supplier programs
  • Maintain accurate records as outlined in client policies and procedures for ToV reporting
  • Work with Head of Operations to forecast overall program financials and ensure monthly tracking

COMMUNICATION

  • Accurate written and verbal communication
  • Maintain proactive, positive, open lines of communication with clients to ensure understanding of expectations and client satisfaction
  • Conduct regular scheduled status meetings with Head of Operations
  • Conduct regular scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are executed.
  • Develop strong relationships with multiple contacts within client and supplier organizations

Key Features

  • We currently have roles based in Marlow, Bucks, UK and Boston, MA, USA
  • The role is full time, with a requirement for flexible working patterns
  • We have a defined career development pathway into Operations Management roles
  • There is a requirement to travel domestic and internationally for up to 45% of the time
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetevents.com

Careers

X

Delegate Coordinator

General Description

This is a pivotal and interesting role within our busy and expanding Operations Team; our Delegate Coordinators are responsible for optimising registration and managing the requirements of participants attending our clients’ events in the global healthcare industry.

We are looking for resilient, hard-working people who are able to multi-task and to operate effectively under pressure in a customer facing environment. The successful candidates will have a keen eye for detail, be able to work under their own initiative with minimal supervision and to tight deadlines, and be enthusiastic to travel worldwide, sometimes for extended periods. In particular, they will demonstrate:

  • A working knowledge of CVENT or other online registration platform is essential
  • Experience in Microsoft Office Suite including Outlook, Word & Excel
  • Good organisational skills and excellent attention to detail
  • Ability to multi-task and preference for a varied role
  • Highly driven to provide excellent customer service
  • Resilient and able to work well under pressure
  • Ability to travel widely, and enthusiasm for international travel
  • Good telephone manner with experience of handling participants, guests or clients by phone
  • A self-starter with drive, initiative and the ability to work effectively without supervision

Key Activities

  • Project set up including online registration system frameworks
  • Delegate registration management, tracking and follow up
  • On-site event coordination (international)
  • Coordination of client Webexes, attendance at meetings, taking and production of minutes
  • Assist in creating, tracking and managing project plans
  • Manage hotel rooms contract deadlines, ensure overspend/under resourcing is minimised
  • Budget tracking and management for accommodation and travel
  • Manage local ground transfer provider to book participant transfers and manage changes
  • Ensure bookings and arrangements reflect client policies and regulatory limits

Key Features

  • We currently have roles based in Marlow, Bucks, UK and Boston, MA, USA
  • The role is full time, with scope for a flexible working pattern
  • We have a defined career development pathway into Project and Operations Management roles
  • Company benefits include paid holidays (European plan) and, after a probationary period, a pension contribution, private healthcare, gym membership and inclusion in the company bonus plan

Application Process

Please send your CV and a covering note to donna.connor@smallplanetgroup.com