VIP Experience Associate

We are seeking an organised, personable and detail-driven VIP Experience Associate to join our B2B events team to work on Procurement Leaders' world-class events. This role is responsible for delivering a first-class experience to our VIP guests, speakers, and senior delegates, from initial invitation through to post-event engagement.

As a key member of the team, you will manage the invitation and RSVP process for high-profile attendees, ensure smooth coordination of exclusive networking events, and support on-site delivery of premium delegate experiences.

This position suits someone who thrives in a fast-paced environment, enjoys building relationships with senior business audiences, and takes pride in precision and professionalism.

Key Responsibilities

VIP Guest & List Management

• Manage the full VIP invitation process - from identifying key prospects to coordinating personalised invitations and tracking responses.
• Maintain and update guest databases, ensuring accuracy across CRM and event systems.
• Coordinate RSVP follow-ups and guest communications in a professional and timely manner.
• Collaborate with the Partnerships, Delegates, Production and Marketing teams to ensure alignment between invite lists, sponsors, and event objectives.

Event Delivery & On-site Experience

• Act as a main point of contact for VIPs and senior delegates before, during, and after the event.
• Oversee check-in and registration for VIPs, ensuring a smooth and welcoming experience.
• Support the setup and delivery of VIP lounges, private meetings, and exclusive networking functions.
• Work closely with catering, production, and logistics teams to ensure all VIP touchpoints meet premium standards.

Special Events & Networking Functions

• Manage invite lists for VIP dinners, private receptions, and partner-hosted events.
• Liaise with sponsors and internal teams to confirm guest attendance and seating plans.
• Coordinate post-event follow-ups, feedback, and thank-you communications.

Administration & Reporting

• Keep accurate records of invitations, attendance, and engagement metrics.
• Prepare post-event reports highlighting guest feedback, engagement levels, and key learnings.
• Support continuous improvement of VIP processes, technology, and communication templates.

Skills & Experience

• 1-3 years' experience in events, delegate relations, or client management (preferably in a B2B or conference environment).
• Exceptional organisational and communication skills - written and verbal.
• Experience managing guest or delegate lists using CRM or event software (e.g. Salesforce, Cvent, or similar).
• Confident liaising with senior business audiences and stakeholders.
• Meticulous attention to detail, with the ability to manage multiple priorities.
• Calm, professional, and solutions-focused under pressure.
• Willingness to travel and work flexible hours around event schedules.

About Procurement Leaders

Procurement Leaders is the world's most influential procurement network and intelligence platform, empowering senior executives from 750+ leading global companies. We bring together a community of 33,000+ procurement leaders to exchange insights, accelerate decision-making, and drive strategic success. Through our globally recognized events, we foster meaningful discussions and connections, featuring C-suite speakers and delegates from the world's most iconic brands, including Diageo, Toyota, Etihad, Walgreens, and Heineken.

Procurement Leaders is wholly owned by World 50 Group , an organisation that is committed to facilitating collaboration among top executives and thought leaders around the world.

As a purpose driven company, we're dedicated to building a workplace where people from different backgrounds can do their best work. Our company value One & All, demonstrates our commitment to creating a place where every individual feels seen, supported, and free to bring their whole selves to work. When people feel genuinely valued and included, they're more engaged and effective. That's why we focus on cultivating an environment that celebrates difference, empowers connection, and accelerates the success of our members and their organisations.