Sales and Events Coordinator
The Edinburgh Academy
Edinburgh, City of
- Expired
- Salary:
- Competitive
- Job type:
- Full Time, Permanent
- Apply by:
- 28 April 2024
Job overview
Edinburgh Academy is seeking to recruit a resourceful, motivated, and ambitious Sales and Events Coordinator who will be a key member of commercial team during an exciting period of growth and development.
As Sales and Events Coordinator, you will be tasked with taking all the best things about the Academy - the historic spaces, fantastic facilities, wonderful grounds, and knowledgeable people - and make them work for our community.
You will hold responsibility for effectively managing and facilitating all event types, from Weddings, Socials, conferences, and dinners, managing the process from enquiry through to delivery in accordance with the client’s requirements, ensuring we always offer the highest standard of customer care, while exceeding financial goals and customer expectations. You will be responsible for all aspects of the customer journey from the point of enquiry through to the event day, providing a high quality, bespoke event planning service to every client.
The successful applicant will be based at our offices within the Arboretum site, however regular meetings, site visits and events will take place at Henderson Row, therefore own mode of transport is preferred.
Due to the nature of the role, some weekend working will be required plus some weekday evenings.
Edinburgh Academy is a unique venue available to hire within Edinburgh’s new town area. Our strategy is to build a bridge between the Academy family and the wider community, and we require an energetic lettings and events coordinator to join our team to help support this period of growth.
The EA Trading Company Ltd. currently has three divisions, one overseeing all lets and utilisation of facilities within our Arboretum Road Sports Hub, the second dealing with all external education needs and the third dealing with all commercial activities associated with letting the facilities and management of events, in addition to selling our advertising spaces.
Access EA presents a varied programme of commercial activity when school is not in session, particularly during the summer months when it is the chosen location for summer activity camps, international language schools, and increasingly popular as a wedding venue and unique location for film, photography, and corporate events alike.
We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.
The position is available from June 2024, subject to satisfactory checks with previous employers and Disclosure Scotland. Candidates must have the right to work in the UK to apply for this role.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged.
Our reward package includes:
- Generous pension (11% employer contribution)
- Free access to on-site gym
- Employee Assistance Programme
- Employee Benefits Programme including discounts to several major retailers, holiday, electric car, and cycle to work schemes, as well as health and well-being option
- Fee discount
- A three-course lunch is provided during term time
Main Responsibilities:
- Efficiently manage enquiries made by phone, email or in person. Respond quickly to enquiries received from web brokers and agents
- Complete financial costing for each event & develop proposals based on the brief given by the salesperson or client. Seeking further information where the clients brief is limited
- Ensured all proposals are the most up to date & accurate for venue/market specific formats
- Thorough diligence and creative planning, ensuring that all events are designed and delivered to the highest standard and therefore exceed the client’s expectation
- Plan all events, ensuring all details are captured in the confirmed Event Schedule status of each event is processed through the Internal CRM system, ensuring all Information relating to the booking and corresponding client interaction is recorded
- Plan, organise and coordinate the assigned events, to include all food and beverage, meeting room set up, recreational activities and to ensure proper billing is maintained
- Host client site visits and menu tastings to successfully covert wedding and event enquiries
- To establish productive relationships with all internal and external stakeholders through the planning and implementation of stages
- Guide clients by making creative suggestions regarding all aspects of event to ensure all guests’ expectations are met and profitable margins are in place
- Maintain appropriate venue diaries and booking records within the company booking systems
- Issue final event orders, and provide internal departments with thorough information on all events to ensure elevated levels of service and client satisfaction
- Consistently perform standards of service, interact with guests/clients and all Edinburgh Academy employees in a professional, gracious, and friendly manner
- Maintain excellent relationships with catering partners ensuring the food provided at events is always correct, presented well and of the highest standard
- Meet and greet clients and suppliers and ensure the smooth running of events on the day
- Prepare pre-event checklists, function close checklist, gather event risk assessments and prepare all paperwork relevant to the event
- After the conclusion of an event, to work with the finance department to guarantee a detailed and complete final bill is sent to the client and payment is received timeously. Post event review to confirm that all billing was done in accordance with actual requirements
- Conduct client feedback surveys post event, evaluate and feedback internally to facilitate development
- Attend networking events and participate in events to promote AccessEA
- Assist with local marketing campaigns and work alongside the strategic marketing and communications team, taking direction on tasks that may require additional resource
- Always adhere to legal and company policies Including Health and Safety and Fire regulations
- Maintain accurate costings for each event during the planning process, ensuring each job is costed to deliver or exceed the set margin
- Deliver commercial revenue target as agreed, Input of financial data to budget reports
- Provide weekly reporting on forecasted margin. Lead on approved suppli er strategy and contractors to ensure continuity and best value of deliverables
- Plan and deliver open days, evenings and tasting events and maximize the opportunity to achieve additional revenue opportunities
- Support the Commercial Director and Marketing and Communications Manager to conduct an annual review of sector package propositions to ensure they are still relevant to the market segment and meets the margin requirement for the business
- Working with Marketing team to contribute towards the marketing strategy as well as ensuring all marketing collateral requirements are kept up-to-date and relevant. This will include updates to website and contribution to social media
Closing Date: 28/04/2024
About The Edinburgh Academy
The Edinburgh Academy
Introduction
The Edinburgh Academy is an academically selective, independent, co-educational day school for pupils aged 5-18 years with a reputation for being caring and friendly. It aims to provide co-educational excellence with a first-class all-round education to those of intellectual promise and academic potential, regardless of background, race or creed. The Edinburgh Academy aims to be forward-looking and progressive but also greatly values its long held traditions.
Although the School is not academically exclusive, the ability range of pupils is well above the national average. Great emphasis is placed on the pursuit of co-curricular interests alongside academic studies for all our pupils. The School has a strong reputation for individual attention and excellence in its pastoral care and co-curricular provision.
The School is oversubscribed at all entry points and this creates a competitive pressure on admissions places at the School.
School Background
The Edinburgh Academy is a fully co-educational school. The School consists of a Senior School containing approximately 590 pupils and a Junior School containing approximately 390 pupils, and we have a Nursery department of around 100 pupils. The School is a member of HMC. The Edinburgh Academy moved to full co-education across the whole school in 2008. Previously girls were only admitted in the Sixth Form (S5 and S6).
The Junior and Senior Schools are on separate sites, both of which have spacious grounds and sports facilities including extensive playing fields, an all-weather sports area, and a large Sports Hall and Centre.
The School’s Place in Edinburgh
The School was founded in 1824 and has been regarded as a leading educational establishment within the City of Edinburgh and across Scotland ever since. Original Directors included the leading literary names of their age such as Sir Walter Scott. Robert Louis Stevenson and James Clerk Maxwell were also pupils at the School. More recent Former Pupils (Academicals or ‘Accies’) include: Nicky Campbell - radio and TV broadcaster; Guy Berryman - bass guitarist with Coldplay; Will Whitehorn – past President of Virgin Galactic - Space Tourism Company; Mike Blair - Scottish rugby; Dragon’s Den star, James Ingham.
The Senior School occupies a site in Henderson Row, less than a mile from Princes Street and at the northern limits of the Georgian ‘New Town’, of which it was designed to be a part. The buildings include an iconic school hall and the James Clerk Maxwell Science Centre, which was completed in November 2006. The playing fields are about half a mile from the main buildings – Raeburn Place (8 ½ acres) (shared with the Academicals - Former Pupils), New Field in Inverleith Place (20 acres) and a further five acres at the Junior School and Nursery, also at Inverleith, with a 400 metre grass running track.
An investment programme in facilities of over £15m has in the last 5 years seen a new Junior School library and classroom block, 2 floodlight all weather pitches, a Performing Arts Centre at Senior School and new sports pavilions. A bespoke climbing wall facility was officially opened in 2015. The School has further ambitious plans beyond this current phase of development, which will see a wholescale redevelopment on our Senior School site over the coming decade.
The Edinburgh Academy is a highly regarded school within the local community, across Edinburgh and beyond. Staff and pupils take great pride in this reputation, and the commitment from all is evident in the continuing success and progress of the School.
The Edinburgh Academy is committed to sharing its facilities with the local community and has established a series of projects that provides the use of its estates and premises for the public good.
Further details about the School and its resources can be found on the School website - www.edinburghacademy.org.uk
Classes and Assembly
7ths (S6) and 6ths (S5) classes are organised by tutor groups studying either Highers, Advanced Highers or GCE A-level. Across the Senior School no teaching group consists of more than 24 pupils and many are substantially smaller.
A School Assembly is held at 8.50am each morning, and is attended by the whole school. School Services for the whole school are held on several occasions during the session.
Exam Results
The Edinburgh Academy uses both English and Scottish examination boards. Nearly all subjects now present SQA National 5 and Advanced Higher examinations. Each year, a significant number of our 7ths (S6) have conditional places at very competitively sought universities on the basis of their Advanced Higher/A-level and Higher results.
Yearly academic results can be found on the School website.
Games and Activities
At the Edinburgh Academy, sport offers opportunities at all levels. The PE curriculum is varied, encompassing a wide variety of team games and individual sports. The School runs teams in a large number of major and minor sports and encourages pupils to represent the School at one or more sports at any age group.
In Music, there are about 20 performing groups including orchestras, choirs, wind bands, a big band and several chamber groups.
In Drama, there are usually three or four main productions each year. There is a fully active LAMDA qualification schedule in acting, reading for performance, mime, public speaking and Musical Theatre in place. This occurs at break time and lunchtimes. In addition, the Drama and Music department liaise to produce an annual musical, with potential to increase this.
All pupils currently join the CCF or The Duke of Edinburgh’s Award in 4ths (S3).
All members of staff are expected to play a full part in supporting the co-curricular life of the School.
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