Conference and Events Support Co-ordinator

This role is responsible for carrying out supporting duties to help continue the smooth running of the Sales and Events department.

Main Objective & Job Role:

This role is responsible for carrying out supporting duties to help continue the smooth running of the Sales and Events department. This includes assisting the Reservations team and leading on any seasonal events we have throughout the year. This role requires working flexible hours during week days and weekends.

General Responsibility:

  • Ensure effective communication within the team and other departments
  • Have a full understanding of Visual 1
  • To ensure accuracy of data is fully compliant throughout the department
  • Regularly monitor quality and standard of service and assess shortfalls and successes with implementation of remedial action as required

Main Area of Responsibility:

  • You’ll be highly organized, able to stay calm under pressure and need to be a confident communicator
  • You must have an eye for detail and you’ll thrive working under pressure and to tight deadlines
  • Given this role will involve using our booking system, we require someone that is IT literate and will get up to speed quickly to use this system efficiently
  • To act as overflow on the phone for any internal/external calls
  • Perform weekly checks on accounting instructions and new bookings
  • Assist the Sales team with the new enquiries and loading new bookings into the system
  • Assist with event Function sheets, place cards, rooming lists and dietary requirements
  • Prepare contracts where necessary
  • Ensure accuracy of data in Visual 1
  • Assist Reservations team with Tribute and Special events bookings
  • Assist Head of Weddings with the 1st viewings, qualifying scheduled appointments and overseeing the wedding ceremony on the day
  • Adhere any ad hoc tasks given by your Manager
  • Assist with the administrational tasks for all seasonal events
  • Assist Conference & Event operations team when necessary
  • Assist with the bookings confirmed on the short notice
  • Be a pivotal support on any seasonal events and managing your own time to ensure consistency and professionalism is kept
  • Will need to gain a clear understanding of the hospitality industry and more importantly how Whittlebury Park functions as a whole
  • Able to be flexible in your approach to meet the business needs
  • Build key relationships with the team and wider teams
  • This candidate will have the benefit of touching key areas of the commercial function setting them up for progression for the future
  • Need to grow a strong presence on social media in order to promote their own portfolio and the brands

Who you are:

It is essential you can demonstrate the following skills and competencies:

  • You will ideally have previous experience in administration
  • Excellent MS office skills - to include Word, Excel, PowerPoint and Outlook
  • You will be highly motivated with a keen eye for customer service, planning and organisation
  • Must have great attention to detail and be able to work to tight deadlines
  • Enthusiastic and willing to learn


This role is known internally as an S2 role, and some of the benefits associated with this role are:

  • Free Golf & Leisure membership 
  • Cashback on essential health care 
  • Employee awards               
  • Enhanced Pension Contributions - 4x salary death in service policy                   -
  • Staff canteen with free staff meals

Discounts on: food & beverage, hair studio appointments, Spa products, hotel stays, Virgin Experience days, new cars

COVID-19 considerations: We have received industry awards for being COVID secure.

To apply Email: Or complete the application form below