Events Administrative Assistant

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Job description

Events Administrative Assistant

Purpose of the Post

The Events Administrative Assistant will support the Technical Events team with administration, marketing support, front line sales and exceptional customer service.

They will assist the technical team with the operations of the events programme, supporting with the pre & post event duties. The main responsibility will be in relation to supporting the technical management in preparing event bookings to deliver events, this will include working closely with clients to understand their requirements and suggesting equipment packages. The role will also provide support with purchase order generation and the process for setting up freelancers on our system.

This role is an exciting opportunity for someone keen to develop their administrative and events skills and offers hands-on career development in a remarkable events team and be part of a growing and dynamic team .

Key Responsibilities

Event Planning & Delivery

• Pro-active client Liaison.
• Liaison with third parties such as audio-visual suppliers and external clients.
• Assist booking team with the updating of bookings where required in kinetics (Kx).
• Support technical management with file delivery process, ensuing client s events footage is delivered in a timely manner.
• Assist the technical manager and booking managers with review of programme of events to ensure billing is correct and coherent.
• Support technical management with the bookings & scheduling of staff, including documenting invoices and monitoring payment processes.

Administrative Duties

• Generation and processing of purchase orders, ensuring accurate and timely billing.
• Support Events Operations with admin processes to ensure smooth event operation.
• Responding to general queries directed to the team from internal and external sources with guidance from colleagues when necessary.
• Maintaining stock of routine supplies.
• Updating marketing materials including price lists, website information and client/visitor guides.

Other Duties

• Facilitate the central monitoring of equipment and required repairs under the supervision of Event Technicians, flagging to the Technical Manager impact to operation.
• To help maintain a highly efficient use of storage locations.
• To undertake any necessary training as required.
• Undertaking other administrative duties as required to support the wider Events & Catering team.

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