Events Assistant

The role of Events Assistant is to provide support to the meeting and events programme. A resourceful and flexible approach is required. The individual is to be able to work on their own initiative, self-motivated and proactive. The position requires a high degree of flexibility, responsibility, discretion, and confidentiality.

The Events Assistant is responsible for carrying out the following duties:

• Assist with event planning and management for meetings, internal and external events
• Manage event bookings and field enquiries
• Effectively and efficiently coordinate departments in supporting meetings and events, including Hospitality and Catering, Facilities, AV Support, and other relevant departments
• Ensure correct furniture and any other inventory is in excellent workingcondition and hired/ delivered, if necessary
• Conduct inspections of the office space to ensure are as are impeccably maintained; identifying and promptly addressing any items out of place, cleanliness issues, or areas requiring attention to uphold a professional and welcoming environment for clients and guests
• Work with internal communications to publicise events across the campus
• Assist in putting together costing and collating proposals
• Oversee logistical arrangements on the day of the meeting or event including directing set-up, communicating with all relevant departments and any external suppliers
• Deliver an exceptional customer experience by warmly and professionally meeting and greeting guests or event attendees as required
• Proactively suggest event ideas and themes
• Use initiative to ensure the campus is always "client ready"
• Use systems to log tickets in line with facilities management procedures
• Develop and maintain relationships with event suppliers
• Work closely with the Hospitality and Catering team to deliver an exceptional meeting and event programme
• Undertake research as requested/directed
• Suggest and implement new initiatives to support the development of the role as required
• Maintain open and effective working relationships with senior management and colleagues
• Regularly liaise with other departments to ensure housekeeping policy and general office standards are maintained
• Ensure that all tasks/duties are carried out in accordance with procedures and standards.
• Undertake other adhoc duties as required
• Contribute, or otherwise assist, as required
• Equity, diversity & inclusion (EDI) is acore priority. To support and champion the embedding of this focus as a collective workforce responsibility, EDI should be integrated, where relevant, into all workstreams.

Qualities and skills required

• Able to demonstrate proficiency in the responsibilities of the role
• Keen eye for detail and approach the role with a view to upholding the aesthetic standards of the practice
• Legally able to work in the country in which the position is based
• Demonstrated experience of coordinating meetings and events
• Demonstrated experience of working on confidential matters, using tact and discretion
• Demonstrated proficiency in using Microsoft Outlook, Word, and Excel
• Fluent English, spoken and written is essential
• Smart and professional dress and personal presentation at all times
• Professional, confident, courteous, and helpful manner
• Punctual and reliable
• Ability to manage and prioritise tasks and time efficiently
• Excellent written and verbal communication skills-articulate and diplomatic manner
• Excellent organisational skills
• Resilient to cope with conflicting demands, able to prioritise duties and work under pressure while remaining calm and professional at all times
• Able to demonstrate initiative and a proactive approach
• Flexible attitude
• Ability to work independently and as part of an effective team
• Ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times
• Excellent interpersonal skills and ability to work well with all levels of management and staff both internally and externally
• Methodical, accurate and consistent attention to detail
• Self-motivation and ability to take responsibility
• Commitment to maintaining and promoting high standards of the role
• Empathy with a creative environment.