Events Administrative Assistant

Events Administrative Assistant

Part-Time (20 hours per week)

Purpose of the Post:

The Events Administrative Assistant will provide key administrative and operational support to the Technical Events team. This role will assist in the planning, execution, and post-event follow-up for various events, while also supporting front-line sales, client liaison, and marketing efforts. The role offers hands-on experience for individuals looking to grow their skills in event administration and management within a dynamic and fast-paced team environment.

Key Responsibilities:

Event Planning & Delivery:

• Client Liaison: Proactively engage with clients to understand their event requirements and offer suitable equipment packages.
• Supplier Liaison: Coordinate with third-party suppliers such as audio-visual providers and other external vendors.
• Booking Support: Assist the booking team with updating bookings in the Kinetics (Kx) system.
• File Delivery: Support technical management by ensuring timely delivery of event footage and related files.
• Billing Oversight: Assist with reviewing event programs to ensure billing is accurate and coherent.
• Staff Scheduling: Assist with booking and scheduling staff, documenting invoices, and monitoring payment processes.

Administrative Duties:

• Purchase Orders: Generate and process purchase orders, ensuring timely and accurate billing.
• Event Operations Support: Assist with administrative processes to ensure smooth event operations.
• Query Response: Handle general queries from internal and external stakeholders, seeking guidance when necessary.
• Supply Management: Maintain stock levels of routine supplies and monitor equipment needs.
• Marketing Support: Update marketing materials, including price lists, website content, and client guides.

Other Duties:

• Equipment Monitoring: Work with Event Technicians to monitor equipment status and flag any necessary repairs to the Technical Manager.
• Storage Management: Help maintain efficient storage of equipment and materials.
• Training: Participate in necessary training to enhance knowledge and skills.
• General Admin: Provide additional administrative support to the Events & Catering team as required.

Additional Responsibilities:

Please note that the duties listed above are not exhaustive. There may be additional tasks and responsibilities that arise as the role evolves and in response to the dynamic needs of the events team.

Requirements:

• Recent graduate, ideally in media, or an experienced administrative professional (technical skills not essential)
• Strong proficiency in Office 365, with an emphasis on Excel
• Excellent communication skills
• Ability to work 20 hours per week on-site, ideally 4-5 days per week, for 4-5 hours each day
• Strong organizational and multitasking skills
• Ability to work effectively in a team and under tight deadlines

Compensation:

• 14.50 per hour for the first 12 weeks
• Potential for an increase to 18.58 per hour post 12 weeks if performance is exceptional
• Contract: Initial 6 months with the possibility of becoming permanent
• Start Date: As soon as possible

Benefits:

• Career development opportunities within a growing team
• Exposure to large-scale events and operations
• Flexible working hours tailored to your schedule