Events Administration Assistant

Active Staff

Events Assistant

Andover based

£25,000 doe

Monday to Friday (occasional weekend work)

Temp to perm

Do you have at least 3 years Admin experience in an office environment?

Are you organised, efficient with excellent time management?

Are you a strong team player , with great communication skills and a can -do attitude?

Our Client:

Our client was founded in 2006, with one key aim – to become a leader in the security field, not only by providing an excellent service and always delivering on promises but matching it with outstanding customer service.

The Job

To assist and support all aspects and functions that underpin the events portfolio. Supporting the Head of Events in all administrative aspects of the portfolio with focus on event planning, client meetings, operational communications, resource management, reporting functions and operational kit building and documentation. The Events Assistant is responsible for supporting the planning, organising, resourcing, preparing and delivering of events, as well as liaising with the wider management team to maintain current operational information and reporting. The Events Assistant will ensure compliance with integrated management system process and procedures as well as industry standard requirements.

This is a challenging role that requires a candidate with a can-do attitude.

The Role

  • Supporting the Head of Events in the operational planning for various events including current and potential client site visits.
  • Accompanying the Head of Events to client meetings and ensuring suitable notes are scribed with the potential of acting as a second point of contact.
  • Using a range of software including email, Microsoft Office applications and operational platforms to drive event administration such as joining instructions, refresher & site training and information for event teams ensuring they have everything they need to effectively carry out their role
  • Resource management such as rotas and shifts for the event portfolio ensuring suitable shift coverage
  • Supporting the development and arrangement of staff training
  • Organise, order and prepare event equipment and uniform in preparation for deployment
  • Ensuring effective communication between the wider management team, workforce and clients
  • Working with sales administrator to onboard new clients and update existing client requirements and information
  • Managing and maintaining online and paper filing systems relating to client information
  • Supporting the Integrated Management System to ensure compliance with industry standards
  • Filing, archiving and shredding of files
  • Working as part of a team
  • Operational and general support as required.

Team player / personal development:

  • Attending regular company-based meetings providing an update of work areas
  • Attend company training, as and when required
  • Ongoing continuous professional development by participating in educational opportunities
  • Establish excellent working relationships, based on an open two-way communication with the office team
  • Protect the organisation’s values by keeping information confidential
  • Any other tasks according to the needs of the business.

Special Requirements

Subject to screening to BS 7858 and an enhanced DBS

Key Interfaces

  • Liaising with both existing and potential clients
  • Liaising with frontline teams
  • Dealing with general enquiries
  • Liaising with the management team as required

Essential Knowledge, Skills and Experience:

3-5 years Admin experience

Practical with the ability to perform tasks in both office and event environments

Confident and willing to deal with problems or new tasks in calm sensible way

Good interpersonal skills

Excellent administration, time management and organisational abilities

Good verbal and written communication skills to all levels from worker to client.Happy to pick up the phone.

Strong team player, friendly and happy to roll up sleeves and support other areas of the business

Good humoured and compassionate

Ability to work to deadlines while under pressure

Detail oriented including dictation, meeting notes etc

Happy to support various business functions including recruitment, vetting, rostering, logistics etc

IT literate. Skilled in Office 365 package and able to learn/ utilise other business applications

Willing to work extended hours during peak season

Driving license

An interest in the industry/ job is desirable

The role is office based with some home working opportunities on occasion.

The role will be able to work operationally to support the event seasons.

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