Delegate Management Executive

Location: Bagshot Surrey 
Contract: Full-time permanent 
Reporting to: Senior Delegate Manager 

About Us 

Viva Esprit is a global event experiences agency, delivering impactful meetings, incentives and events for clients around the world. We are known for our fresh thinking, collaborative approach and commitment to creating meaningful, memorable experiences that engage audiences and support business outcomes. 

We are proud to be a Certified B Corporation, meeting high standards of social and environmental performance, transparency and accountability. This reflects our belief that business can be a force for good and that creativity, responsibility and commercial success go hand in hand. 

About the Role 

This is a new role within our growing Delegate Management team. 

The Delegate Management Executive will support the delivery of a seamless and engaging delegate journey across a range of corporate events, from registration through to post-event follow-up. 

This role is suited to an organised individual who enjoys working in a fast-paced environment and solving problems. The role has a strong focus on administration and data management, including working across multiple projects at the same time. 

Event experience is helpful but not essential. Strong admin skills and good Excel knowledge are required, as you will be responsible for managing delegate data. You will work closely with the Senior Delegate Manager, Delegate Manager, and wider event teams. 

You will be based at our offices in Bagshot, Surrey with some occasional travel when required. 

Key Responsibilities 

• Support the end-to-end delegate management process, including registration, accommodation, travel data and on-site coordination 

• Assist with setting up and maintaining delegate registration platforms and databases, ensuring information is accurate, up to date and handled sensitively 

• Respond to delegate enquiries in a professional, friendly and timely manner 

• Support the delivery of clear, inclusive and accessible delegate communications across multiple channels 

• Assist in capturing and managing delegate requirements, including accessibility needs, dietary requirements and other individual considerations, ensuring these are communicated appropriately to internal teams and suppliers 

• Work closely with the delegate management team and event teams to support logistics, reporting and on-site delivery 

• Assist with post-event processes, including data reconciliation, reporting and feedback collation 

• Contribute to continuous improvement by flagging issues, sharing ideas and supporting best practice across delegate management processes 

Skills and Experience 

We’re more interested in potential and attitude than ticking every box. You might bring: 

• Administration or customer-focused roles (desirable but not essential) 

• Strong written and verbal communication skills 

• Confidence working with systems, databases or software (training will be provided) 

• Good organisational skills and an eye for detail 

• Delivering great customer experiences 

• Experience with Excel and Pivot tables an advantage

Personal Attributes 

• Highly organised with strong attention to detail 

• Friendly, professional and confident communicating with a wide range of people 

• Proactive, willing to learn and keen to take ownership of tasks 

• Calm under pressure and able to manage multiple priorities 

• A collaborative team player who enjoys supporting others 

• Curious and open to feedback, with a desire to develop new skills 

Diversity, Equity, Inclusion and Impact 

As a Certified B Corporation, Viva Esprit is committed to creating a positive impact for our people, clients, communities and the environment. 
We are dedicated to building an inclusive workplace where everyone feels valued, supported and able to do their best work. We actively encourage applications from people of all backgrounds, identities and experiences, and believe that diverse perspectives make our creative work stronger, richer and more relevant. 

What we offer  

• A supportive environment where you and learn, grow and gain some hands-on experience working on global events 

• Hybrid working   

• 24 days holiday (plus Bank Holidays, plus your birthday) increasing for each year of service after 3 years and up to maximum 29 days.  

• Employer pension contribution, 3% employer contribution increasing with years of service   

• Private Medical Insurance after three years’ service  

• Enhanced parental leave pay increasing with years of service 

Ready to apply? 

To submit your CV or for more information, please contact Sandra Hennessy, Head of Operations – shennessy@vivaesprit.com