Event Executive

The Job

The Events Executive supports the planning, coordination & administration of all Lifestyle Group events, ensuring efficient execution & a seamless guest experience. This role provides essential support to the Event Manager by managing logistical details, tracking event expenses, liaising with vendors & ensuring all documentation is in order. The Events Executive plays a proactive role in upholding the Lifestyle Group Annual Event Strategy, enhancing operational efficiency & assisting in delivering memorable events. 

Administrative

• Assist the Event Manager with event planning tasks, including scheduling, tracking budgets & updating event timelines.
• Ensure that all events have an updated & Function Sheet. These must be provided two weeks out, updated one week out & finalised 48 hours before the event. These are distributed to all relevant personnel at each of the Outlets.
• Manage event-related documentation, contracts & permits, ensuring all menus & Function Sheets are filed & accessible.
• Update the Events Revenue Diary on a weekly basis
• Update the Events Calendar on a Monthly Basis.

Event Management

• To be the key contact of all events which they’re responsible for, follow up with guest enquiries & finalise all communication on the day.
• Be present on the day to welcome Event Organise & Host at the event, be on site 30 minutes prior to & check set up.
• For all events over 25 guests & all VIP Events, be present until the serving of dessert to ensure a positive experience.
• Where necessary, organise & plan tastings of the Wine & Menu for select clients.

Outlet Coordination 

• Liaise with Outlets to confirm logistics, such as delivery schedules, setup requirements & equipment needs.
• Track client contracts & payments to ensure timely processing & budget adherence.
• Address minor concerns as they arise, escalating issues to the Event Manager as necessary.

Guest & Client Communication 

• Serve as a point of contact for client inquiries, relaying information to the Event Manager when necessary.
• Address guest inquiries or special requests before events, supporting a positive guest experience.
• Champion Guest relations at the initial touchpoint of our clients (phone call, walk in, leads).
• Build relationships with local business & update the Lifestyle Group Client database.

Budget & Expense Tracking 

• Process & record all invoices are paid on time from the guest side.
• Ensure relevant prepayments happen from the client side, prior to the event.
• Update financial event tracker in conjunction with the Event Manager for budget reviews & adjustments as needed.

• To be the key contact of all events which they’re responsible for, follow up with guest enquiries & finalise all communication on the day.
• Be present on the day to welcome Event Organise & Host at the event, be on site 30 minutes prior to & check set up.
• For all events over 25 guests & all VIP Events, be present until the serving of dessert to ensure a positive experience.
• Where necessary, organise & plan tastings of the Wine & Menu for select clients.

Outlet Coordination 

• Liaise with Outlets to confirm logistics, such as delivery schedules, setup requirements & equipment needs.
• Track client contracts & payments to ensure timely processing & budget adherence.
• Address minor concerns as they arise, escalating issues to the Event Manager as necessary.

Guest & Client Communication 

• Serve as a point of contact for client inquiries, relaying information to the Event Manager when necessary.
• Address guest inquiries or special requests before events, supporting a positive guest experience.
• Champion Guest relations at the initial touchpoint of our clients (phone call, walk in, leads).
• Build relationships with local business & update the Lifestyle Group Client database.

Budget & Expense Tracking 

• Process & record all invoices are paid on time from the guest side.
• Ensure relevant prepayments happen from the client side, prior to the event.
• Update financial event tracker in conjunction with the Event Manager for budget reviews & adjustments as needed.

Experience 

• Prior experience in an administrative or events role, ideally within hospitality or lifestyle sectors.
• Demonstrated ability to handle multiple administrative tasks with strong organizational skills.

Communication & Interpersonal Skills 

• Strong written & verbal communication skills to effectively liaise with clients, vendors, Chefs & team members.
• Ability to maintain a positive & professional demeanour when addressing guest & client inquiries.

Technical Skills 

• Proficiency in Microsoft Office & event management software.
• Strong organizational & time management skills to handle event logistics & document tracking.

Performance Metrics 

• Accuracy in document management & compliance tracking
• Positive feedback from vendors & clients based on support provided
• Adherence to budget tracking & reporting standards
• Efficient coordination with cross-functional teams
• Timely completion of administrative tasks & event preparation
• Skills Pass: www.skillspass.org.mt

This role is integral to ensuring smooth operations for all Lifestyle Group events, supporting the Event Manager in delivering outstanding guest experiences. The Events Assistant upholds the company standards, by following & contributing to the Lifestyle Group Annual Event Strategy, providing essential organizational support across all event phases.