Xsolla

Global Experiential Marketing Event Manager / Coordinator

Xsolla

full-time

Posted on:

Location: 🇯🇵 Japan

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Job Level

Mid-LevelSenior

About the role

  • Reporting to the Senior Experiential Marketing Event Manager, you will undertake tasks to support the regional event roadmap for APAC and specifically Japan.
  • Venue searches in all locations, including negotiating venue hire charges, food and beverage costs and other associated event items
  • Vendor sourcing, comparing costs and negotiating hire charges for event equipment and hire of services, specifically booth production companies, AV companies, event rentals, video and photography, and merchandise producers
  • Updating the event budgets regularly with costs in the correct currency
  • Research the best hotels and prices for staff attending the events and booking hotel blocks with our venue and hotel source agency Helsmsbriscoe
  • Setting up new events on the Xsolla events page, including adding copy about the event, venue information, event logos
  • Setting up and managing networking events on our event registration and marketing platform Splash including adding copy about the event, graphics, building the registration form, creating email templates and testing
  • Working with our Integrated Marketing Manager to create and plan our email marketing campaigns for events. This includes drafting copy, adding event information, logos, and helping to draft messaging and requesting graphics where required
  • Working with our Social Media Manager to create and plan social media campaigns for our events. This includes drafting copy, adding event information, logos, helping to draft messaging and requesting graphics where required
  • Liaising with event organizers to research new events and review sponsorship options suitable for the company. Duties will include confirming sponsorship packages, working with the organizer on all aspects of the planning, and delivery of the event to fulfill the deliverables
  • Coordinating speaking sessions with our Business Development team, Product team and Creative team to ensure session content is prepared, reviewed, and approved in good time for speaking engagements and events
  • Regularly updating the event roadmap tracker with sponsor information received, dates, and links to the events
  • Placing Jira ticket requests with our in-house Creative team and adding detailed information for each item in the brief section along with deadlines
  • Working with our Creative team on a regular basis to ensure all event materials are completed, approved and then sent to vendors or event organizers to fulfill
  • Create opportunities to gather, capture, and validate new business leads through each event. Ensure leads can be generated if lead scanning is not available at events.
  • Coordinating with our Business Development, Funding, and Product teams to ensure they have all the necessary event information, briefing documents, and are aware of the meeting booking process at events
  • Creating detailed event plans for events – following the template already in use, add all the necessary information for the staff attending the event. Setting up and leading pre-event briefings with the team attending the event.
  • Creating detailed video and photography briefs for our vendors and overseeing the production of highlights reels and VOD of our speaking sessions
  • Liaising with all event vendors before the event to ensure a smooth event set up
  • At events, deliver upon all aspects of event activations between customers and the company, and ensure a positive customer service experience
  • Ensuring all event leads generated at the event are processed by our CRM team in a timely manner and that all stats and data on meetings are recorded from each event in our template
  • Post-event follow-up with attending staff – sending out an internal feedback survey, gathering photos, branding on emails, banners, websites from our events for the post event report
  • Assisting with any ad hoc tasks required by the Global Experiential Marketing team
  • Communicating promptly to all messages and requests in all chat spaces and on Email where possible

Requirements

  • Excellent communication skills (written and verbal)
  • Excellent administration skills and ability to update documents on a regular basis
  • Demonstrable expertise in budgeting and managing projects to tight deadlines
  • Understand the need for timely information, able to meet deadlines and manage your own workload
  • Strong work ethic and exceptional attention to quality and detail is essential
  • Ability to work with internal teams to clearly communicate and track project deliverables
  • Ability to solve problems and make decisions quickly and efficiently
  • Creativity and the ability to think outside the box
  • Ability to manage multiple projects through highly effective organizational skills
  • Ability to confidently communicate with vendors, organizers and our internal teams about the event plans
  • Strong live event management delivery skills
  • Experience working with Atlassian products such as Jira and Confluence, Google suite is beneficial
  • Upper business level Japanese (at least at the JLPT-N2 level)
  • Knowledge of English at the upper business level