Events and Client Services Apprentice

Summary of the role:

Our Experience Executive supports the Retail CS and Events Team with the planning, coordination, and execution of experiences for clients across various industries. This role involves collaborating with internal teams and external vendors to ensure smooth delivery of experiences, from concept development to post-project analysis. You will assist in creating proposals, managing timelines, handling logistics, and ensuring that all aspects of the project aligns with client objectives. You will also help maintain client relationships, track budgets, and provide on-the-ground support to ensure everything runs seamlessly.

Please see link to IMA website here

Areas of Responsibility:

• Build and maintain strong, trusting relationships with clients and internal teams, ensuring effective communication throughout the delivery process.
• Understand client goals and the agency's capabilities, applying critical thinking to manage the successful execution of projects while maintaining high-quality standards.
• Oversee  project details in tracker and admin documents ensuring all project information is accurate, consistent, and up-to-date for smooth event delivery.
• Develop a solid understanding of print and production processes to ensure seamless production.
• Prepare and deliver clear, concise internal status reports on progress, financials, timelines, and any potential issues, ensuring timely updates to all stakeholders.
• Initiate the delivery of work and coordinate with Internal Teams for resource planning, ensuring all necessary support is available.
• Support the team with estimating, invoicing, proposals, and securing client approvals before execution begins.
• Create key client-facing documents such as event plans, supplier briefs, and status updates in support of Event/ Account Managers, ensuring clear communication.
• Manage event plans and ROS, tracking changes, communicating updates, and ensuring timely adjustments are made to keep projects on track.
• Serve as a cheerleader for both internal teams and clients, maintaining energy and momentum throughout planning and delivery stages.
• Proactively seek opportunities to expand knowledge and responsibilities, engaging with team members for ongoing professional growth.
• Support client liaison efforts alongside the team when necessary, ensuring client needs are met and expectations are exceeded.
• Act in the best interest of IMA Agency and Smollan Group Companies.

Person Specification

Essential:

Knowledge

• Familiarity with event logistics and the process of managing event budgets, schedules, and resources effectively.

Skills

• Demonstrates the potential to develop strong, trusting relationships with clients, internal teams, and external vendors involved in event delivery.
• Strong organisational and time-management skills, particularly in managing multiple events simultaneously.
• High attention to detail to ensure all elements of events are executed flawlessly.
• Problem solver – ‘Can’t be done’ isn’t in our vocabulary. We find creative solutions to deliver successful events.
• Willingness to learn event delivery processes and consistently meet and exceed event execution standards.
• Ability to manage event timelines, anticipate issues, and ensure successful delivery, while demonstrating potential for progression into a more senior event management role.
• Confident in the use of Microsoft packages

Values

• Acts in line with IMA Values
• Acts with integrity, honesty, loyalty and fairness
• Acts in line with IMA Values:

Curiosity – We explore it.

Courage – We challenge it.

Commitment – We run with it.

Attitude

• Delivers work with a positive, passionate and practical attitude
• Ambitious
• Self-motivator
• Reliable
• Team Player
• Able to adapt and change approach and style to many different ways of working, many disciplines, industries and many challenges
• Sets high standards
• Keen for new experiences, responsibility and ownership
• A curious mind and above all a love for creative event solutions – great work, delivered with a great team and great clients

Desirable

Attitude:

Show persistent desire to improve skills and knowledge with a willingness to question and clarify

Personal Situation

• Ability to travel to deliver events and occasionally be away from home as and when required
• Driving license
• Able to be on site during unsociable hours at different geographical locations