Job Description
About Hyve
We believe that when people come together, powerful things happen. Hyve Group plc connects global industry communities through unmissable events, online networking platforms, and hyper-productive meeting programmes.
Our decades of experience put us at the heart of industries, and we are committed to using our influence to shape innovation and drive progress across our customer communities.
Our market-leading portfolio of global brands includes Shoptalk, Spring Fair, Bett, Mining Indaba, 121 Mining Investment and Retail Meetup.
The bit about the role
The successful candidate will support the Head of Delegate Registration in managing the delegate registration team across the Energy Transition Portfolio comprising of Mining Indaba and 121 Mining Investment. In collaboration with Marketing and other stakeholders, you will play a key role in ensuring a smooth registration process for delegates both before and during the event.
#LifeAtHyve
At Hyve, we are driven by our values: brilliant work, fresh thinking, rich connections, and collective buzz. In practice, this means we value quality, work with passion, celebrate uniqueness, and are our best when we work together.
We value a diverse team and are committed to employing individuals from all backgrounds and creating a culture based around belonging.
Our hybrid working model ensures we respect our peoples’ work/life balance.
Human connections are our speciality, and we offer a jam-packed calendar of social events, inclusion workshops, and professional development opportunities to make sure #LifeAtHyve is always fulfilling and exciting.
KEY RESPONSIBILITIES:
Finance & Payments
o Payment allocation pre-show for all registered delegates, sponsor and exhibition clients, including internal reconciliation to relevant finance systems and GES.
o Collect on-site payment (card/PDQ) from any outstanding delegates.
o Enforce cancellation policy for unpaid delegates across events.
o Working closely with finance and Head of Delegate Registration to ensure low number of unpaid delegate orders prior event start
o Work closely with key stakeholders of relevant teams to ensure best possible processes are in place for delegates to pay.
o Reconciliation of CRM/GES/PDQ with Head of Delegate Registration and finance.
o Lead on delegate audits with Delegate Registration Executives and other stakeholders.
System Management
o Oversee the manual interface to support data integrity across systems (Visit by GES / CRM / Stripe / SAP / Grip)
o Train and support Delegate Registration Executive’s with processing delegate orders within CRM including maintaining and updating all delegate orders for the current event edition.
o Support the Head of Delegate Registration manager with running reports when required.
o Manage and set up registration approval process with Head of Delegate Registration for all attendee categories, working with other team members to approve registrations and inform delegates of any rejections or change of categories.
o Creation of Partner and Delegate registration codes, following up with the clients to ensure passes are utilised prior to the event with the support of the Delegate Registration Executives.
o Managing cancellation and transfer requests with Head of Delegate Registration.
o Review, implement and test the registration system with Head of Delegate Registration and stakeholders.
General Administration
o Create, implement review processes to improve the delegate journey with Head of Delegate Registration and other teams.
o Support Head of Delegate Registration with producing training materials and managing onboarding process for team/new starters.
o Managing and responding to delegate and registration inbound enquiries, from our event support inboxes and incoming phone calls.
o Issuing invitation letters to support visa applications via DocuSign.
o Manage delegate badges – Issuing barcodes for collection.
o Manage bulk badge collection requests and process with Client Relations.
o Liaising and supporting sponsors/exhibitors with their delegate registrations, issuing confirmation emails and general assistance throughout the event journey.
o Provide and run on-site delegate registration with Head of Delegate Registration.
o Ad-hoc admin support.
o Manage part of the Delegate Registration Executive team
o Support Head of Delegate in the recruiting process
VALUED SKILLS & KEY COMPETENCIES:
Essential:
o Experience in payment collections or finance knowledge
o Tech savvy, you will be used to operating numerous systems daily, learning new systems/processes and running reports
o High attention to detail and the ability to work quickly and efficiently
o A confident and highly organised individual, with excellent interpersonal skills
o Fluent written and spoken English
o A positive, can-do solutions focused attitude
o Experience managing a busy workload and being able to prioritise and work in a fast-paced environment
o Familiar in full Microsoft suite of products, particularly proficient in using Microsoft Excel
o Experience being customer facing and dealing with a range of clientele
o International travel required
Desirable:
o Experience dealing with C-level, VIP’s or government delegations
o Highly organised, capable of managing multiple tasks at once
o Experience and knowledge of CRM (Microsoft Dynamics), Visit by GES
o Experience handling, understanding, and manipulating data
o Ability to build strong relationships