Guest Experience Executive

Guest Experience Executive

Location:

• Berga-Wünschendorf William Reed Ltd. Apply Now

Summary

• Working Hours: Full-time
• Type: Permanent

Desired Skills & Knowledge

Security Integrity REST across Translation Software Administration MS Access Hybrid IT Skills Active Directory MS Outlook Time Management Support MS Excel Organization Management Policy PowerPoint Teamwork

Job Description

The 50 Best brand is the leading authority in global gastronomy and the international drinks scene, showcasing worldwide trends and highlighting great restaurants and bars from all corners of the Earth. 50 Best is owned and managed by William Reed Ltd.

We have offices in Gatwick, Brighton and London, UK; Montpellier, France; Singapore and Chicago, US. In line with the Company's current Agile Working Policy, the successful candidate would be eligible to work Tuesdays, Wednesdays and Thursdays from our Gatwick office and to work remotely for the rest of the week.

This role will also involve international travel for events across the year. Why not tag on a holiday at the end of the event though? A great perk of the role! We provide a supportive work environment and are committed to maintaining a healthy work/life balance for all of our employees. Working for William Reed means that you will be joining a stable organisation that is committed to developing its employees and brands.

We warmly welcome and encourage applications from talented individuals of all backgrounds and characteristics.

Your Responsibilities

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

• Delivering a flawless, upscale and professional guest experience from pre-event planning through on-site delivery
• Acting as a central point of contact for all guest-related enquiries, managing shared mailboxes and responding promptly, discreetly and diplomatically
• Drafting, designing and distributing guest communications including invitations, tickets, pre-event information sheets and on-site briefings
• Anticipating guest needs and proactively resolving issues to enhance the overall experience

Guest List Management & Data Integrity

• Owning and maintaining all guest lists across assigned events, ensuring accuracy, version control and data integrity
• Coordinating full guest list management across multiple categories including VIPs, partners, talent, media, hosts and internal stakeholders
• Tracking invitations, RSVPs, dietary and access requirements, arrivals and departures
• Ensuring all guest data is handled in line with GDPR and internal data protocols

Planning, Documentation & Coordination

• Using existing templates to create and maintain key event documents including guest lists, trackers, seating plans, critical paths, calendars and briefing documents
• Working closely with internal stakeholders, attending planning meetings and supporting cross-team alignment
• Liaising professionally with senior stakeholders, executive assistants and external partners, escalating risks or sensitivities with clear recommendations

Event Delivery & Front of House

• Collaborating with the Events Team to plan and design Front of House and guest journey experiences
• Attending events and managing Front of House operations including arrivals, registration, VIP handling and guest flows
• Working closely with venue teams, security, hospitality and production to ensure seamless on-site delivery
• Remaining calm, adaptable and solutions-focused during live event delivery

Reporting & Continuous Improvement

• Producing post-event reports covering guest attendance, feedback and insights
• Maintaining clean, complete and accurately archived post-event guest data
• Identifying opportunities to improve guest experience, workflows and tools
• Contributing to post-event reviews, best practice documentation and process improvements
• Supporting ad hoc administrative duties as required

Your Profile

• Strong experience in previous roles that have involved a high level of administration
• Excellent IT skills including Outlook, Excel, Word and PowerPoint and experience using and adapting to various CRMs and other systems quickly
• Experience in a customer-facing administrative role where there has been a need to manage the expectations of many stakeholders
• Clear and personable communication skills and the ability to speak confidently with all levels of people
• An ability to stay calm and ensure excellent attention to detail in a high-pressure and fast-paced environment and during live, in-person events
• Top-notch organisation skills
• A solutions-oriented approach
• Excellent time management skills
• 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
• Excellent attention to detail and a detail-oriented mindset
• A friendly, yet professional and empathetic people person, able to build rapport and relationships with others
• Excellent written and verbal skills
• An ability to be a strong team player, but also to work autonomously
• Good punctuality, reliability, efficiency and a pro-active, self-motivated mindset

We Offer You

• 25 days annual leave in addition to bank holidays - increasing by one additional day after 6 years, up to a maximum of 30 days.
• An additional day of leave for you to take on a cultural celebration day or on your birthday if you like. A day for you! At William Reed, we call this our "MeDay".
• A volunteer day to take for supporting a chosen charity and giving back to the community.
• Opportunity for hybrid working
• Contributory Pension
• Life Assurance Scheme
• Group Income Protection
• Enhanced family-friendly leave pay entitlements
• Wellbeing benefits, including: A health care cash plan, Employee assistance programme, Virtual GP service and Access to health & wellbeing resources and tools.
• Cycle to Work Scheme
• Electric Car Scheme

Profile

Technical Requirements

• GDPR, Data Integrity, Guest Hospitality, Customer Communication, Microsoft Excel, Microsoft Outlook, Microsoft Powerpoint, Microsoft Word, Process Optimization, Risk Analysis, Security Regulations, Software Version Control, Event Management, Administrative Tasks, Workflows, Time Management

Personal Skills

• Attention to Detail, Self-Motivation, Empathy, Friendliness, Communication, Coordination, Solution Oriented, Punctuality, Social Skills, Stress Management, Teamwork, Responsibility, Networking, Trust Building, Reliability

Application

Apply Now

Industry:

Other / Unknown

Employer:

William Reed Ltd.

Address:

William Reed Ltd. 07980 Berga-Wünschendorf Remote Model: Field Country Code: de