Our client, a luxury catering business based in London that provides hospitality services for an F1 team, is looking for an Account Executive. This role is designed to support in delivering events and managing logistics, ensuring smooth coordination of travel, staffing, procurement, and event preparation. This role involves administrative support, event planning, logistics management, and on-site event assistance for both UK and international events.
Key Responsibilities
Meetings & Administration
- Attend weekly meetings with the Account Manager and client, ensuring key information is communicated to the wider team.
- Attend travel planning meetings and coordinate all travel arrangements in line with agreed team attendance.
- Book hire cars, airport transfers, and other travel requirements.
- Maintain up-to-date records of requests, visas, travel logistics, and team movements.
- Track team holidays, lieu days, and availability.
- Submit monthly per diem reports to the finance team in accordance with payroll deadlines.
- Coordinate bookings for temporary or flexible staff through agencies and provide them with travel details.
- Provide support during the first stage of the recruitment process.
Event Preparation
- Prepare and distribute event packs including room lists, travel information, and contact details.
- Prepare menus for each event according to client specifications to ensure efficient event delivery.
- Ensure all event documentation is distributed to stakeholders, including clients and internal teams, in a timely manner.
Logistics & Procurement
- Track and report freight breakages and prepare purchasing reports when necessary.
- Order equipment, florals, and other supplies required for events.
- Manage staff uniforms to ensure all team members have the required items.
- Monitor freight stock levels and ensure they are replenished as required.
- Support the preparation and management of tabletop equipment, quantities, and packing requirements in collaboration with the client and Account Manager.
Research & Presentations
- Research local activations, suppliers, and specialist equipment in different countries to support event planning.
- Create presentations using Canva for one-off events or proposals.
Event Support
- Provide on-site support for selected international events, including up to four overseas races per year.
- Assist with UK-based events, including corporate and hospitality events.
Skills & Experience
- Strong organisational and administrative skills.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Excellent communication and coordination skills.
- Proficiency in Microsoft Office and presentation tools such as Canva.
- Experience in event management, hospitality, or logistics is desirable.
- Willingness to travel internationally when required.