Position
Vacancy: Guest Experience Executive
Contract: Full Time, Permanent
Do you have a really strong customer facing, administrative background and are you energetic, personable, extremely organised and willing and able to travel? If so, apply now, as we are looking for a Guest Experience Executive to join our 50 Best division!
Working within the Events Team, you will play a critical role in delivering seamless guest experiences across a portfolio of high-profile international events (up to 6 per year).
Working closely with Event Project Leads, Partner Teams, PR and Communications, and Senior Stakeholders, you will take responsibility for the accurate, sensitive, and timely management of all guest data from invitation through to on-site arrival and reporting post event.
What you will be doing:
Guest Experience & Communication
1. Delivering a flawless, upscale and professional guest experience from pre-event planning through on-site delivery
2. Acting as a central point of contact for all guest-related enquiries, managing shared mailboxes and responding promptly, discreetly and diplomatically
3. Drafting, designing and distributing guest communications including invitations, tickets, pre-event information sheets and on-site briefings
4. Anticipating guest needs and proactively resolving issues to enhance the overall experience
Guest List Management & Data Integrity
5. Owning and maintaining all guest lists across assigned events, ensuring accuracy, version control and data integrity
6. Coordinating full guest list management across multiple categories including VIPs, partners, talent, media, hosts and internal stakeholders
7. Tracking invitations, RSVPs, dietary and access requirements, arrivals and departures
8. Ensuring all guest data is handled in line with GDPR and internal data protocols
Planning, Documentation & Coordination
9. Using existing templates to create and maintain key event documents including guest lists, trackers, seating plans, critical paths, calendars and briefing documents
10. Working closely with internal stakeholders, attending planning meetings and supporting cross-team alignment
11. Liaising professionally with senior stakeholders, executive assistants and external partners, escalating risks or sensitivities with clear recommendations
Event Delivery & Front of House
12. Collaborating with the Events Team to plan and design Front of House and guest journey experiences
13. Attending evets and managing Front of House operations including arrivals, registration, VIP handling and guest flows
14. Working closely with venue teams, security, hospitality and production to ensure seamless on-site delivery
15. Remaining calm, adaptable and solutions-focused during live event delivery
Reporting & Continuous Improvement
16. Producing post-event reports covering guest attendance, feedback and insights
17. Maintaining clean, complete and accurately archived post-event guest data
18. Identifying opportunities to improve guest experience, workflows and tools
19. Contributing to post-event reviews, best practice documentation and process improvements
20. Supporting ad hoc administrative duties as required
Requirements
What you will need:
21. Strong experience in previous roles that have involved a hight level of administration
22. Excellent IT skills including Outlook, Excel, Word and PowerPoint and experience using and adapting to various CRMs and other systems quickly
23. Experience in a customer facing administrative role where there has been a need to manage the expectations of many stakeholders
24. Clear and personable communication skills and the ability to speak confidently with all levels of people
25. An ability to stay calm and ensure excellent attention to detail in a high pressured and fast paced environment and during live, in person events
26. Top notch organisations skills
27. A solutions-oriented approach
28. Excellent time management skills
29. An ability and willingness to travel for several days at a time internationally up to 6 times a year to attend and support at events
30. Excellent attention to detail and a detail-oriented mindset
31. A friendly, yet professional and empathetic people person, able to build rapport and relationships with others
32. Excellent written and verbal skills
33. An ability to be a strong team player, but also to work autonomously
34. Good punctuality, reliability, efficiency and a pro-active, self-motivated mindset